Project Administrative Assistant

MENTOR Technical Group Corporation; Carolina (PR); On-site; USD 38,000 - 62,000; Full time

Job summary

Mentor Technical Group is seeking an organized administrative professional to support our offices in Puerto Rico and across the United States. This role emphasizes scheduling, documentation, and operational logistics in a fast-paced environment.

You will coordinate meeting logistics, take notes, manage onboarding for new hires, assist with travel and expense workflows in Concur, and help with procurement through Ariba while maintaining supplies and coordinating team events.

Qualifications

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and priorities efficiently.

Responsibilities

• Coordinate meeting scheduling, logistics, and setup.
• Attend meetings, take notes, and distribute meeting minutes.
• Assist with network approvals and administrative processes.
• Plan and coordinate events, including quarterly team-building.
• Serve as a Concur delegate for travel and expense tasks.
• Support onboarding for new hires, including checklists, equipment, and first-day logistics.
• Maintain office supply inventory and storage.
• Handle procurement activities through Ariba.
• Provide general administrative support and perform other duties as assigned.

Skills

Microsoft Office Suite

Communication

Organization

Task management

Tools

Concur

Ariba

Job description

Mentor Technical Group (MTG) provides a comprehensive portfolio of technical support and solutions for the FDA-regulated industry. As a world leader in life science engineering and technical solutions, MTG has the knowledge and experience to ensure compliance with pharmaceutical, biotechnology, and medical device safety and efficacy guidelines. With offices in Caguas, PR, Boston, MA & San Francisco, CA and we serve life sciences clients in six global markets: United States, Puerto Rico, Dominican Republic, Mexico, Germany, Canada, and South America.

Key Responsibilities

• Coordinate and facilitate meeting scheduling, logistics, and setup.
• Attend meetings, take detailed notes, and distribute meeting minutes to stakeholders.
• Assist with network approvals and administrative processes.
• Plan and coordinate events, including:
  • Internal team-building events (quarterly)
  • Additional meetings/events as needed
• Serve as a Concur delegate to:
  • Arrange travel
  • Submit travel authorization forms
  • Process expense reports
• Provide onboarding support for new hires:
  • Maintain onboarding checklists and materials
  • Order equipment and supplies for new employees
  • Communicate first-day expectations (parking, logistics, etc.)
  • Escort new hires for badge access, laptops, and site orientation
  • Ensure required training is scheduled and reflected in Learning Plans
• Maintain and manage office supply inventory and storage
• Order office supplies, equipment, and team-related materials
• Support procurement activities through Ariba (ordering goods and services)
• Provide general administrative support and perform additional duties as assigned

Qualifications & Requirements

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent communication and interpersonal skills
• Strong organizational skills with attention to detail
• Ability to manage multiple tasks and priorities efficiently

Additional Preferred Qualifications

• Minimum 2+ years of experience in an administrative support role
• Experience with Concur (travel and expense management)
• Experience with Ariba (procurement systems)
• Experience coordinating events and team activities

Mentor Technical Group es un empleador que ofrece igualdad de oportunidades y todos los solicitantes calificados recibirán consideración para el empleo sin importar raza, color, religión, sexo, orientación sexual, identidad de género, información genética, origen nacional, estado de veterano protegido, estado de discapacidad o cualquier otro grupo protegido por ley.

Mentor Technical Group is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, protected veteran status, disability status, or any other characteristic protected by law.