Receptionist/ Office Clerk

Ultimate Solutions Corp; Caguas (PR); Presencial; USD 30.000 - 42.000; Jornada completa

Descripción de la vacante

Ultimate Solutions Corp. is seeking a Receptionist/Office Clerk to support daily operations in our Puerto Rico office. You will coordinate vendors, meetings, documents, and employee activities, while assisting HR with onboarding, offboarding, and engagement tasks.

Ideal candidates will be organized, service-minded, and fluent in English and Spanish, with proficient Microsoft Office skills and attention to detail. Associate degree preferred; entry-level considered.

Formación

• Proficiency in Microsoft Office applications (Outlook, Word, Excel, Teams).
• Strong organizational and time-management skills.
• Excellent verbal and written communication in English and Spanish.
• Ability to handle confidential information with discretion.
• Experience in administrative/support roles preferred, entry-level acceptable.

Responsabilidades

• Provide general administrative support to keep the office running smoothly.
• Serve as the point of contact for routine questions from employees and visitors.
• Coordinate meetings, conference rooms, and office logistics.
• Maintain organized files, records, forms, and documentation.
• Assist with onboarding, offboarding, and HR-related coordination as needed.
• Support vendor coordination and office supplies, ensuring a tidy workplace.

Conocimientos

Bilingual English/Spanish

Organizational skills

Communication

Time management

Customer service

Attention to detail

Educación

Associate degree in Business Administration

Herramientas

Microsoft Office

Descripción del empleo

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 Receptionist/Office Clerk 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.