ADMINISTRATIVE ASSISTANT OPERATIONS

Boys & Girls Clubs of Puerto Rico; San Juan, Northern (PR, KY); Hybrid; USD 18,000 - 23,000; Full time

Job summary

Boys & Girls Clubs of Puerto Rico in San Juan, PR is seeking an Operations Administrative Assistant to provide essential support to the Operations Department, ensuring efficient daily operations and accurate records.

The role handles calendars, documents, budgets, and vendor communications, requiring 2–3 years of relevant experience, bilingual English/Spanish, and strong organizational skills.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Office Administration, Operations Management, or a related field preferred.
• Minimum of 2-3 years of administrative, operational, or office support experience.
• Experience supporting multiple priorities in a fast-paced environment.
• Nonprofit experience is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills in English and Spanish.
• Attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Strong customer service and relationship-building skills.
• Ability to maintain confidentiality and handle sensitive information.
• Problem-solving and follow-through skills.
• Ability to work independently and collaboratively within a team environment.

Responsibilities

• Provide administrative and operational support to the Operations Department to ensure efficient daily operations.
• Manage calendars, schedules, meetings, and departmental appointments, including preparation of agendas and supporting materials.
• Prepare, organize, and maintain operational documents, reports, forms, correspondence, and departmental records.
• Track departmental projects, action items, and deadlines to support timely completion and follow-up.
• Process purchase requisitions, purchase orders, invoices, payments, reimbursements, and other operational transactions in accordance with organizational procedures.
• Maintain accurate records of contracts, permits, licenses, vendor information, and compliance documentation.
• Coordinate communications and follow-up with vendors, contractors, service providers, and internal departments.
• Support the administration and monitoring of departmental budgets, expenses, and financial documentation.
• Assist with the collection, organization, and submission of operational reports and required documentation.
• Coordinate facility-related requests, maintenance activities, service schedules, and operational work orders.
• Provide logistical support for meetings, trainings, special projects, events, and operational initiatives.
• Monitor the status of operational requests and ensure timely resolution through effective follow-up.
• Maintain departmental filing systems and ensure accuracy, confidentiality, and accessibility of records.
• Serve as a point of contact for operational inquiries and facilitate communication among internal and external stakeholders.
• Perform other duties, projects, and assignments that support the goals and objectives of the Operations Department.

Skills

Multitasking

Bilingual communication

Organizational skills

Time management

Customer service

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

ADMINISTRATIVE ASSISTANT OPERATIONS

Professional San Juan, San Juan, PR

6 days ago Requisition ID: 2917

Salary Range: $15.00 To $15.00 Hourly

JOB DESCRIPTION

TITLE: Administrative Assistant

AREA: Operations

STATUS: Full Time

CLASIFICATION (FLSA): Exempt

GENERAL DESCRIPTION

The Operations Administrative Assistant provides administrative and operational support to the Operations Department, ensuring efficient daily operations, effective coordination of processes, accurate recordkeeping, and timely communication. This role supports departmental projects, vendor relationships, compliance activities, and operational initiatives that advance the mission of Boys & Girls Clubs of Puerto Rico.

ESSENTIAL JOB RESPONSIBILITIES

• Provide administrative and operational support to the Operations Department to ensure efficient daily operations.
• Manage calendars, schedules, meetings, and departmental appointments, including preparation of agendas and supporting materials.
• Prepare, organize, and maintain operational documents, reports, forms, correspondence, and departmental records.
• Track departmental projects, action items, and deadlines to support timely completion and follow-up.
• Process purchase requisitions, purchase orders, invoices, payments, reimbursements, and other operational transactions in accordance with organizational procedures.
• Maintain accurate records of contracts, permits, licenses, vendor information, and compliance documentation.
• Coordinate communications and follow-up with vendors, contractors, service providers, and internal departments.
• Support the administration and monitoring of departmental budgets, expenses, and financial documentation.
• Assist with the collection, organization, and submission of operational reports and required documentation.
• Coordinate facility-related requests, maintenance activities, service schedules, and operational work orders.
• Provide logistical support for meetings, trainings, special projects, events, and operational initiatives.
• Monitor the status of operational requests and ensure timely resolution through effective follow-up.
• Maintain departmental filing systems and ensure accuracy, confidentiality, and accessibility of records.
• Serve as a point of contact for operational inquiries and facilitate communication among internal and external stakeholders.
• Perform other duties, projects, and assignments that support the goals and objectives of the Operations Department.

EDUCATION, EXPERIENCE & QUALIFICATIONS

• Associate's or Bachelor's degree in Business Administration, Office Administration, Operations Management, or a related field preferred.
• Minimum of 2-3 years of administrative, operational, or office support experience.
• Experience supporting multiple priorities in a fast-paced environment.
• Nonprofit experience is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills in English and Spanish.
• Attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Strong customer service and relationship-building skills.
• Ability to maintain confidentiality and handle sensitive information.
• Problem-solving and follow-through skills.
• Ability to work independently and collaboratively within a team environment.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• The position requires regular use of office equipment and computer systems, including prolonged periods of sitting, standing, walking, and performing administrative tasks.
• Occasional lifting of materials up to 15 pounds may be required.

DISCLAIMER

This job description describes the general nature and level of work expected for this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Boys & Girls Clubs of Puerto Rico reserves the right to modify or assign additional responsibilities as organizational needs evolve.