Due to continued growth, we currently have a new opportunity for an Administrative Assistant in our San Juan, Puerto Rico office. In this position, you will provide exceptional support services in a fast-paced office.

• Have strong oral and written communication skills. Able to listen to clients’ questions, anticipate their needs, and satisfy every inquiry.
• Serve as the focal point for administrative and documentation activities, scope, and budget requirements of assigned projects.
• Implement invoicing procedures.
• Track, review, issue, and edit invoices.
• Define invoicing data types and maintain databases.
• Upload and archive invoice data as defined by company and client standards.
• Edit procedures, review calculations, and other project-related documents per Sargent & Lundy's and/or client requirements.
• Prepare documents and drawings for transmittal and document storage. This could include, drafting correspondence, data entry, copying/distribution, document tracking, and electronic filing.
• Gather the appropriate information to generate reports for your assigned projects.
• Assist with time entry and prepare expense reports for approval.
• Ensure the operation of equipment by completing preventive maintenance requirements, calling for repairs, and maintaining equipment inventories.
• Coordinate FedEx/messenger/USPS/UPS and other deliverables as necessary.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders.
• Plan internal and external office events and celebrations.
• Excellent work ethic, communication skills, and the ability to multitask.
• The ability to lift 50 pounds.
• Other tasks and projects as assigned.

We do not sponsor employees for work authorization in the U.S. for this position.

Essential skills and experience:

• This position requires a high school diploma, or equivalent.
• Five or more years of experience working in an office environment in administrative tasks/responsibilities.
• Prior experience should include working in a professional environment and meeting established production and accuracy goals.
• Understanding of basic principles of accounting and bookkeeping.
• Great time management, detail-oriented, with experience driving process improvement.
• Excellent communication skills (including writing and editing skills).
• Proficiency in Adobe Acrobat/PDFs and Microsoft 365 (Word, Excel, Outlook, and PowerPoint).
• Must be bilingual in both English and Spanish. 
• Candidate must be flexible, a team player, a self-starter, and open to occasional overtime.
• Must attend to the San Juan, PR office five days per work week.

Sargent & Lundy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any protected status as defined by law.

At Sargent & Lundy, we care about the health and well-being of our employees. Our commitment extends beyond the workplace, offering comprehensive healthcare plans and generous paid time off to support our team members in every aspect of their lives. We understand the importance of work-life balance, which is why we are proud to provide competitive, award-winning benefits. Our dedication to employee satisfaction has earned us the prestigious Top Workplaces Culture Excellence Award for compensation and benefits in 2022, 2023, and 2024.