Administrative Coordinator

Ultimate Solutions Corp; Caguas (PR); On-site; USD 32,000 - 46,000; Full time

Job summary

Ultimate Solutions Corp. is seeking an organized Administrative Coordinator to support the day-to-day operation of our office in Puerto Rico.

You will coordinate vendors, meetings, documents, and employee activities, with secondary HR onboarding and training coordination under the Human Resources team. The role emphasizes strong organizational skills, bilingual English/Spanish communication, and attention to detail.

Qualifications

• Associate degree in Business Administration, Office Administration, or a related field preferred.
• Previous experience in an administrative, office coordination, or similar support role preferred.
• Entry-level experience, preferably in a regulatory compliance environment.

Responsibilities

• Provide general administrative support to keep the office running smoothly.
• Serve as the point of contact for routine questions from employees and visitors and direct each request to the right person or department.
• Coordinate meetings, conference rooms, internal activities, and other office logistics, including refreshments and snacks as needed.
• Keep office files, records, forms, and administrative documentation organized and accurate.
• Assist with preparing, scanning, filing, distributing, and maintaining documents.
• Receive, organize, and distribute mail, packages, and other office communications.
• Monitor office and kitchen supplies, coordinate replenishment, and keep common areas tidy and well stocked.
• Provide administrative coordination and follow-up with office vendors and service providers.
• Support company events, employee activities, meetings, training sessions, and other internal initiatives with logistics, materials, communications, and attendance coordination.
• Coordinate basic PPE/EHS-related requests administratively, without taking on technical EHS responsibility.
• Provide administrative support with routine permits, certifications, insurance documentation, and other business compliance requirements, as applicable.
• Help with routine internal requests and tickets, and coordinate with the appropriate department to get them resolved.
• Provide administrative support for special projects and operational initiatives as assigned.
• Support new-hire onboarding by preparing materials, coordinating documentation, and completing established checklists.
• Help prepare and distribute routine HR documents, forms, acknowledgements, and employee communications.
• Assist the team with coordinating new-hire orientations, training sessions, employee activities, recognition programs, and engagement initiatives.
• Assist with routine data entry and updates in authorized HR systems, trackers, and reports, as assigned.
• Refer employee questions about policies, benefits, payroll, leaves of absence, employee relations, or other specialized HR matters to the appropriate HR team member.
• Support the offboarding process for employees.
• Perform other related administrative duties based on business and operational needs.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Attention to detail

Communication

Customer service

Discretion/ confidentiality

Microsoft Office

Outlook

Word

Excel

Teams

Education

Associate degree in Business Administration or Office Administration

Tools

MS Office suite

Job description

Ultimate Solutions Corp. is a trusted provider of packaging industrial automation, serialization and compliance for the Life Science Industries in Puerto Rico, United States and Europe. Over 2 decades, the Ultimate team has delivered proven results in hundreds of projects and thousands of service hours to the global leaders of pharmaceutical, biotechnology, medical devices and logistics markets.

Description:

We're looking for an organized, service-minded Administrative Coordinator to support the day-to-day operation of our office. You'll coordinate vendors, meetings, documents, employee activities, and internal requests. As a secondary part of the role, and under the direction of the Human Resources team, you'll also provide limited administrative support with onboarding, offboarding, routine documentation, and training and engagement coordination.

Responsibilities:

Provide general administrative support to keep the office running smoothly.

Serve as the point of contact for routine questions from employees and visitors and direct each request to the right person or department.

Coordinate meetings, conference rooms, internal activities, and other office logistics, including refreshments and snacks as needed.

Keep office files, records, forms, and administrative documentation organized and accurate.

Assist with preparing, scanning, filing, distributing, and maintaining documents.

Receive, organize, and distribute mail, packages, and other office communications.

Monitor office and kitchen supplies, coordinate replenishment, and keep common areas tidy and well stocked.

Provide administrative coordination and follow-up with office vendors and service providers.

Support company events, employee activities, meetings, training sessions, and other internal initiatives with logistics, materials, communications, and attendance coordination.

Coordinate basic PPE/EHS-related requests administratively, without taking on technical EHS responsibility.

Provide administrative support with routine permits, certifications, insurance documentation, and other business compliance requirements, as applicable.

Help with routine internal requests and tickets, and coordinate with the appropriate department to get them resolved.

Provide administrative support for special projects and operational initiatives as assigned.

Support new-hire onboarding by preparing materials, coordinating documentation, and completing established checklists.

Help prepare and distribute routine HR documents, forms, acknowledgements, and employee communications.

Assist the team with coordinating new-hire orientations, training sessions, employee activities, recognition programs, and engagement initiatives.

Assist with routine data entry and updates in authorized HR systems, trackers, and reports, as assigned.

Refer employee questions about policies, benefits, payroll, leaves of absence, employee relations, or other specialized HR matters to the appropriate HR team member.

Support the offboarding process for employees.

Perform other related administrative duties based on business and operational needs.

Education/Experience:

Associate degree in Business Administration, Office Administration, or a related field preferred.

Previous experience in an administrative, office coordination, or similar support role preferred.

Entry-level experience, preferably in a regulatory compliance environment.

Requirements/Skills:

Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.

Ability to learn and effectively use company systems and administrative platforms.

Strong organizational and time-management skills.

Strong attention to detail and ability to maintain accurate records.

Effective verbal and written communication skills in Spanish and English.

Ability to manage multiple priorities and work effectively in a dynamic environment.

Strong customer service and interpersonal skills.

Ability to handle confidential and sensitive information with discretion.

Fully bilingual, with strong oral and written communication skills in English and Spanish.

Equal Opportunity Statement

Ultimate Solutions Corp. is an equal opportunity employer. We consider all candidates without regard to race, color, religion, sex, gender, sexual orientation, age, national origin, disability, veteran status, or any other category protected by applicable law.