Bilingual Administrative Assistant

Position Summary:
Tidal Basin is seeking an Administrative Assistant for an upcoming large-scale, federally funded grants program. The objective of the Administrative Assistant is to coordinate and support administrative activities to office and project teams. Ensures smooth operations, organization, and facilitating communications within the environment and teams that works with, between the Guaynabo, PR location and other corporate offices.
Job Duties and Responsibilities include:
 

• Provide administrative support to ensure efficient operations.
• Answer phone calls, schedules meetings and appointments, and maintain calendars.
• Carry out administrative duties, including but not limited to creating and maintaining filing systems, both electronic and physical.
• Prepare communications such as memorandums, invoices, emails, reports, and other correspondence.
• Complete operational requirements by scheduling and assigning activities and expediting work results.
• Exhibit polite and professional communication via phone, e-mail, and mail.
• Maintain and update various databases and schedules.
• Support team by performing tasks related to organization and/or project and strong communications.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Provide information by answering questions and requests.
• Maintain supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• In coordination with management, manage invoices and keeps tracks of renewals or needed changes to different contracts.
• Serve as a liaison with office contractors/suppliers such as building administrator, first aid kits supplier, paper collection services, security, cleaning services, among others
• Handle mail collection and distribution.
• Coordinate office and parking spaces with IT and HR teams.
• Greet visitors and direct them to the appropriate area. Keep a visitors log accordingly and handle visitors id.
• Work with IT and HR to ensure all employees have the appropriate access level in the different office areas.
• Contribute to team effort by accomplishing related results as needed.
• Ability to prioritize and multi-task in a fast-paced environment.

Skills and Competencies:

• Strong analytical, problem-solving and decision-making capabilities.
• Team player with the ability to work in a fast-paced environment.
• Ability to learn, analyze, and understand complex documents such as tax returns, property deeds, insurance, and other program-related documents.
• Familiarity with Microsoft Office (Microsoft Word, Excel, and PowerPoint) and Adobe Acrobat.
• Demonstrated ability to review documents at a close level of detail and catch subtle differences.
• Strong verbal and written communication skills.
• Skilled in multi-tasking, organizing and prioritizing work in a fast-paced environment.
• Ability to articulate details in a manner understandable to a variety of individuals in person and over the phone.
• Ability to work successfully with socio-economic and culturally diverse applicants.
• Bilingual in English and Spanish.

Required Education and Experience:
 

• 2+ years of work experience with case management, public housing, or disaster recovery related work.
• Strong skills with Microsoft Office (Microsoft Word, Excel, and PowerPoint) and Adobe Acrobat.
• Experience facilitating client applications to public benefit programs.
• Experience in analyzing information and problem-solving.
• A flexible schedule that can accommodate some evening or weekend work as may be required.
• Experience in reviewing details of a tax, real estate, and income documentation, in a professional environment, preferably.
• Experience in disaster recovery and/or housing support services or programs, preferably.