Job Title: Administrative Specialist
Location: Guaynabo, Puerto Rico
Who We Are
DCMC Partners, a Great Place to Work® Certified company, is a leader in program and crisis management services. Our expertise includes disaster recovery operations support, long-term recovery organization development, strategic consulting, recovery program management, hazard mitigation, grants management, grant application support, and business continuity planning.
Our team has managed response and recovery efforts for nearly every major disaster in the United States over the past 30 years. With a full suite of emergency management services, DCMC Partners helps clients effectively prepare for, mitigate, respond to, and recover from crises and disasters of all kinds.
Position Summary
The Administrative Specialist provides operational and administrative support to project teams by reviewing daily activity logs, validating work descriptions, monitoring reporting requirements, and ensuring project documentation accurately reflects eligible work activities. This position plays a critical role in maintaining the quality, consistency, and compliance of project records while supporting management through timely reporting and communication.
The ideal candidate is highly organized, detail-oriented, and capable of working effectively in a fast-paced environment with competing priorities. This role requires strong communication skills, sound judgment, and the ability to collaborate with staff to ensure project documentation is complete, accurate, and aligned with program requirements.
Key Responsibilities
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Review daily activity logs to ensure completeness, accuracy, and compliance with project requirements.
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Review daily work descriptions and verify alignment with eligible project tasks, scopes of work, and program guidelines.
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Identify discrepancies, inconsistencies, or missing information within daily logs and documentation.
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Work directly with project staff to correct, clarify, and improve daily activity narratives and supporting documentation.
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Generate daily, weekly, and monthly reports summarizing review findings, trends, and compliance observations for management.
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Maintain tracking systems and documentation logs to monitor review progress and corrective actions.
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Escalate recurring issues, documentation deficiencies, and compliance concerns to management.
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Support project teams by providing guidance on documentation standards and reporting expectations.
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Ensure all records and project documentation are maintained in an organized and secure manner.
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Maintain confidentiality of project information, employee records, and client data.
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Perform additional administrative and project support duties as assigned.
Administrative Responsibilities
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Maintain accurate records, spreadsheets, databases, and project tracking tools.
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Prepare reports, summaries, status updates, and other documentation requested by management.
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Monitor deadlines and follow up with staff regarding outstanding documentation requirements.
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Support process improvement initiatives aimed at enhancing documentation quality and operational efficiency.
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Track work activities and maintain organized project records in company systems.
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Provide administrative support to project managers and operational leadership as needed.
Core Competencies
Communication & Collaboration
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Strong verbal and written communication skills.
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Ability to work effectively with team members, project staff, and management.
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Professional and customer-service-oriented approach.
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Ability to provide clear and constructive feedback regarding documentation corrections and reporting requirements.
Organization & Accountability
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Exceptional organizational and time management skills.
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Strong attention to detail and commitment to accuracy.
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Ability to prioritize multiple assignments and meet established deadlines.
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Accountability and ownership of assigned responsibilities.
Adaptability & Problem Solving
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Ability to work quickly and effectively in a fast-paced, high-volume environment.
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Ability to identify documentation issues and recommend corrective actions.
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Strong analytical and critical-thinking skills.
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Adaptability in changing project environments and operational requirements.
Technical Proficiency
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Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and SharePoint.
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Ability to develop and maintain tracking logs, reports, and spreadsheets.
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Experience working with databases, reporting tools, and document management systems.
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Comfortable working with workplace technology and digital collaboration tools.
Qualifications
Education
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Required: High School Diploma or equivalent.
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Preferred: Associate's or Bachelor's Degree in Business Administration, Management, Communications, Public Administration, Information Management, or a related field.
Experience
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Minimum of 1 year of administrative, project support, records management, reporting, compliance review, or related experience.
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Experience reviewing documentation, reports, records, or project files preferred.
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Experience working in consulting, government, disaster recovery, construction, grants management, or project-based environments is a plus.
Skills
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Strong written and verbal communication skills.
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Excellent organizational, analytical, and problem-solving abilities.
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Ability to review documentation for completeness, consistency, and accuracy.
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Ability to generate reports and communicate findings to management.
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Strong attention to detail with the ability to identify discrepancies and documentation gaps.
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Ability to work independently while managing multiple priorities.
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Proficiency in Microsoft Excel for tracking, reporting, and data organization.
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Ability to collaborate with staff to obtain corrections and improve documentation quality.
Additional Requirements
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Bilingual proficiency in English and Spanish (spoken and written).
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Must reside in Puerto Rico.
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Must be able to work on-site in Guaynabo, Puerto Rico.
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Ability to work quickly and efficiently in a potentially high-stress environment.
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Highly self-motivated and capable of managing communication channels and follow-up activities.
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Ability to create and maintain organizational systems that are easy for others to understand and use.
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Occasional evening or extended-hour work may be required based on project needs.
Preferred Qualifications
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Experience reviewing timesheets, activity logs, project records, or operational documentation.
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Experience preparing management reports and executive summaries.
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Familiarity with compliance-based environments where documentation accuracy is critical.
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Experience utilizing SharePoint, Microsoft Teams, Smartsheet, or similar collaboration and reporting platforms.
Working Conditions
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Schedule: Monday through Friday, 8:00 AM to 5:00 PM.
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This is an in-office position located in Guaynabo, Puerto Rico.
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Occasional evening, weekend, or extended-hours work may be required based on operational needs.
Benefits
DCMC Partners offers a competitive benefits package, including:
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Comprehensive Health Insurance
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Dental Insurance
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Vision Insurance
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Disability Insurance
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Paid Time Off (PTO)
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Performance-Based Bonus Incentives
DCMC Partners Commitment to Diversity
DCMC Partners is an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. We celebrate diversity and are dedicated to creating an environment where all employees are treated with respect and provided equal opportunities for success.
Equal Opportunity Employer / Disability / Veterans
For more information about DCMC Partners, visit www.dcmcpartners.com/careers.
