Administrative Assistant - Government Services at Horne LLP in San Juan, Puerto Rico

Job Description:

HORNE is a professional services firm founded on a cornerstone of public accounting. As a top 25 business advisory firm, our 2,000+ team members serve clients from offices and project locations across the nation and Puerto Rico. Our Government Services practice is at the forefront of economic recovery programs nationwide with one of the most experienced and innovative teams anywhere. Our team provides program and project management, compliance, grant management, subject matter expertise and disaster recovery solutions needed to help government agencies affect positive change.

Summary/Objective
Administrative Assistants responsible for managing the day-to-day office functions; maintain the departmental or facility calendars. The person will be the primary point of contact for office logistics and coordination. You will manage reception functions, office maintenance, and other general office functions as assigned. Reports to and gives support/assistance to the Office Manager.

This position is based in Puerto Rico and requires full time attendance in the HORNE San Juan office.

Essential functions

• Structuring and managing appointments and organizing, expediting, and overseeing
  office activities and workloads.


• Assisting with office setup, including coordinating equipment arrangements.


• Skillfully manage multiple calendars and schedule meetings, conference calls, and
  video conferences using Outlook.


• Coordinating meal arrangements for various office meetings, including breakfast,
  lunch, and dinner for staff working beyond regular office hours.


• Providing support with travel arrangements, meeting logistics, data entry,
  correspondence, document scanning, and other administrative tasks as needed.


• Entering time and expense information into the Practice Engine system as requested
  by staff.


• Maintaining and restocking common areas such as the break room, supply room,
  community kitchen and snack areas.


• Handling incoming and outgoing mail efficiently.


• Delivering exceptional customer service to both external clients and internal team
  members.


• You are responsible for assisting vendors and contacting them when repairs are
  required.


• Availability for early morning shifts, potentially starting at 7 a.m., as operational
  needs require.


• Providing coverage for the reception area in both offices as necessary.


• Undertaking any other administrative duties as assigned.

Work environment
Office environment / HORNE Offices

Physical demands

• Prolonged periods sitting at a desk and working on a computer.


• Must be able to lift up to 15 pounds at times.

Travel Required
0-10%

Required Education and Experience

• A high school diploma or equivalent is required; an associate or bachelor’s degree is
  preferred.


• A minimum of three (3) years experience in a professional office environment is
  preferred.


• Intermediate-level Microsoft Office skills, proficiency in creating tables and graphs in
  Microsoft Excel, and a quick grasp of new software applications.


• Strong problem-solving skills and the ability to troubleshoot effectively.


• Flexibility to work overtime as needed before and after regular business hours.


• Clear communication skills across all mediums, including phone, text, email, instant
  messaging, and video conferencing.


• Exceptional attention to detail.


• Excellent follow-up and follow-through skills.


• Outstanding organizational abilities.


• Capacity to sit at a desk for extended periods.


• Professional demeanor and appearance are essential.


• Proficiency in both Spanish and English languages is required.

Preferred Education and Experience

• Knowledge in project management software tools, methodologies, and best practices. Proficiency
  in the basic MS Office tools including Excel, Power Point as well as Visio & Smartsheet.

HORNE Values…

• A forward thinking, anticipatory professional driven by a passion to pursue your full potential and dreams.


• A work environment that promotes collaboration, consistency, and community service to empower people.


• An inclusive culture that promotes career/life integration and invests in developing people in areas of focused expertise.

HORNE Offers…

• An unrivaled distinctive, special culture that values collaboration, innovation, and positive energy which HORNE calls “Deliver with Care.”


• A team of professionals grounded in strong, personal relationships and a sense of belonging to a common purpose for adding value and making a difference.


• A dedicated team of individuals from diverse backgrounds working together to leave our clients better than we found them.

 

The firm you’ll be joining is a decidedly different business advisory firm. HORNE goes beyond traditional accounting to collaborate, advise, and align with clients to transform rapid change and uncertainties into opportunities for growth and profitability.  

We are a team that focuses on reaching our full potential, rewards high performance, and prioritizes leadership development for every team member.  HORNE emphasizes health and personal development through our multiple wellness programs. Despite our size, HORNE takes time to recognize, support, and celebrate one another's successes, working together for the highest good.  Come join us at team HORNE!

HORNE does not accept unsolicited agency resumes.  Please do not forward unsolicited agency resumes to our website, employees or Human Resources. HORNE will not be responsible for any agency fees associated with unsolicited resumes.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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