Administrative Assistant

LUMA Energy ServCo; Puerto Rico; On-site; USD 42,000 - 54,000; Full time

Job summary

LUMA Energy ServCo is seeking an experienced Administrative Assistant to support the Lines organization with documents, records, and clerical tasks, ensuring accuracy and timeliness.

You will coordinate calendars, manage office operations, handle travel, purchasing, invoices, and provide professional support to leaders, teams, and external partners, while upholding policy compliance.

Qualifications

• Associate's degree in Business Administration or related field.
• 1–3 years' experience in scheduling, document management, office coordination, financial processing and administrative support.
• Experience with presentations, purchases requests and expenses reports.
• Experience providing administrative support across multiple functional areas.
• Bachelor's degree in Business Administration or related field preferred.
• High School or GED with 5+ years of relevant experience may substitute.

Responsibilities

• Prepare documents, maintain records, organize information and complete clerical tasks on time.
• Coordinate calendars, meetings, events and team activities for smooth scheduling.
• Oversee office operations: supplies, inventory, deliveries, equipment and workspace setup.
• Manage intake, routing and organization of documentation; assist with document control.
• Handle travel arrangements, purchase orders, invoices, and financial transactions.
• Support internal customers and external partners with prompt, professional assistance.
• Ensure compliance with company policies and applicable regulations.
• Participate in storm restoration tasks and drills as needed.
• Perform additional tasks to support team goals and flexibility.

Skills

Administrative Coordination

Office Operations

Financial Processing

Customer Service

Bilingual Spanish/English

Education

Associate's degree in Business Administration or related field

Bachelor's degree in Business Administration or related field

High School diploma + 5+ years experience

Job description

Job Summary:

Provides administrative and operational support by coordinating schedules, managing documentation, maintaining office processes, and handling financial and customer service activities. Ensures accurate, timely, and compliant workflows that enhance organizational efficiency and support leaders, teams, and internal customers.

Job Description:

• Provides day‑to‑day administrative support to the Lines organization by preparing documents, maintaining records, organizing information, and ensuring clerical tasks are completed accurately and on time.
• Coordinates calendars, meetings, events, and team activities to ensure smooth scheduling and support clear and timely communication across the organization.
• Manages office operations by overseeing supplies, tracking inventory, arranging deliveries, coordinating equipment and furniture repairs, and supporting office moves and workspace setup.
• Manages the intake, organization, and routing of physical and digital documentation by sorting, preparing, and distributing mail and courier packages and assisting with document control processes.
• Processes travel arrangements, purchase orders, invoices, and financial transactions to support operational and budget activities, ensuring accuracy and timely resolution of inquiries or anomalies.
• Supports internal customers and external partners by responding promptly and professionally to inquiries, providing administrative assistance to leaders and field staff, and maintaining clear communication and attention to detail.
• Follows established company policies, procedures, and standards to ensure full compliance with applicable laws and industry regulations.
• Participates in storm restoration tasks and assigned drills to contribute to the safe and reliable recovery of services.
• Performs additional tasks aligned with role expectations and qualifications to support team goals and operational flexibility.

Additional Job Description:

Education & Experience

Required Qualifications:

• Associate's degree in Business Administration, Office Administration or related administrative field.
• 1 to 3 years' experience with functional role responsibilities such as scheduling, document management, office coordination, financial processing, and administrative support.
• Experience performing presentations, completing purchases requests and expenses reports.
• Experience providing administrative support across multiple functional areas.

Preferred Qualifications:

• Bachelor's degree in Business Administration, Office Administration or related administrative field.

Additional Qualifications:

Additional experience may substitute for required education when it aligns with the competencies and knowledge necessary for the role:

• High School or equivalent (GED) when accompanied by a minimum of 5 years of experience performing similar functions and at least 3 years of experience performing a previous administrative assistant role.

Competencies (Skills)

• Administrative Coordination: Supports daily operations through effective scheduling, document management, and organization of information.
• Office and Operations Management: Maintains smooth office workflows by overseeing supplies, equipment, workspace setup, and logistical needs.
• Financial and Transaction Processing: Ensures accuracy and compliance when handling travel arrangements, purchase orders, invoices, and related transactions.
• Customer Service and Communication: Responds promptly and professionally to inquiries, providing clear support to leaders, teams, and internal customers.
• Bilingual Proficiency: Communicates effective across diverse audiences to support clear information flow and high‑quality service delivery in both Spanish and English.

Licenses/Certifications

N/A

Travel Requirements

Not Required

Physical Demands

• Stationary Position: Constantly
• Pushing/ Pulling/ Reaching: Seldom
• Kneel: Seldom
• Grab: Seldom
• Bend: Seldom
• Lift/ Carry over: 0 - 15 pounds

Working Conditions

• Wet or humid: Seldom
• Working near or on moving mechanical parts: Never
• Working near or on heavy machinery: Never
• Working in high places: Never
• Exposed to fumes or airborne particles: Never
• Frequency of working in outdoor weather conditions: Never
• Work with electricity: Never
• Loud noise conditions: Seldom

LUMA Energy is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, military status, disability, or any other characteristic protected by federal or local laws.