Administrative Assistant

Cotton Holdings Inc.; Ponce (PR); On-site; USD 26,000 - 28,000; Full time

Job summary

Cotton Holdings Inc. in Ponce, Puerto Rico, seeks an Administrative Assistant to support the Project Accountant II and Project Administrator. Responsibilities include scheduling meetings, maintaining project records, data entry, and coordinating communications to ensure efficient project accounting and administration. Bilingual English/Spanish preferred and a focus on accuracy and confidentiality.

Qualifications

• 1-3 years of administrative or operations support experience.
• Experience managing schedules and coordination for field-based teams.
• Familiar with data entry, document management, and project administration.

Responsibilities

• Provide administrative support to project accounting and administration teams.
• Answer calls, respond to emails, schedule meetings, and prepare materials.
• Maintain project files, scan and archive documents for billing and audits.
• Enter project data in company systems and verify documentation before routing.
• Order office supplies and maintain confidentiality.

Skills

Organization

Communication

Technology

Data Management

Team Support

Education

High school diploma

Associate or Bachelor degree in Business Administration, Management, or related field

Tools

Microsoft Office Suite

ERP systems

Job description

Description

The Administrative Assistant provides administrative support to the Project Accountant II and the Project Administrator to ensure the efficient operation of project accounting activities. This role is responsible for maintaining project documentation, performing data entry, coordinating communications, scheduling meetings, and assisting with accounting and project administration tasks. The Project Administrative Assistant supports project teams by ensuring records are accurate, documentation is complete, and administrative processes are performed efficiently.

Department: Restoration

Location: Ponce, Puerto Rico

Compensation: $19.00 - $20.00 / hour

Key Responsibilities

Administrative Support

• Provide administrative support to the Project Administrator and Project Accountant II.
• Answer phone calls, respond to emails, schedule meetings, maintain calendars, and prepare correspondence and meeting materials.

Document Management

• Maintain accurate and organized electronic and hard-copy project files.
• Scan, file, archive, and organize project documentation for billing, audits, reporting, and closeout.

Data Entry & Project Support

• Enter and update project information, purchase orders, invoices, and other project data in company systems.
• Maintain project logs, reports, spreadsheets, and databases while ensuring documentation is complete and accurate.
• Verify documentation is complete before routing for review or approval.
• Assist with purchase orders, vendor invoices, and supporting documentation.
• Coordinate with project teams, vendors, customers, and internal departments to obtain required documentation.

Office Administration

• Order and maintain office and project supplies.
• Maintain confidentiality of project, financial, and company information.
• Perform general office administration and other duties as assigned.

Skills, Knowledge and Expertise

Work Experience

• 1-3 years of administrative or operations support experience, preferably in construction, restoration, or logistics.
• Experience managing schedules, compliance tracking, and administrative coordination for field-based teams.

Skills

• Organization: Strong time management and scheduling abilities with keen attention to detail.
• Communication: Strong written and verbal communication skills with the ability to interact with leadership, project teams, vendors, and field personnel.
• Technology: Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and scheduling or project management tools; experience with ERP systems preferred.
• Data Management: Skilled in maintaining databases, tracking systems, and compliance documentation.
• Team Support: Collaborative and service-oriented, with the ability to work across multiple departments.

Education

• High school diploma or equivalent.
• Preferred: Associate or Bachelor degree in Business Administration, Management, or related field.

Knowledge

• Understanding of operations, scheduling, and project coordination.
• General understanding of construction or restoration project workflows and field staffing structures.
• Awareness of safety, HR, and compliance documentation processes.

Personal Traits and Attributes

• Dependable: Reliable and consistent with meeting deadlines and maintaining accurate records.
• Proactive: Takes initiative in identifying scheduling or compliance needs before issues arise.
• Professional: Maintains a high standard of professionalism in communication and demeanor.
• Detail-Oriented: Ensures accuracy in documentation and scheduling tasks

Languages

• Bilingual (English/Spanish) preferred.