Administrative Assistant Operations

Boys & Girls Club•San Juan, PR

1d•Onsite

About The Position

The Operations Administrative Assistant provides administrative and operational support to the Operations Department, ensuring efficient daily operations, effective coordination of processes, accurate recordkeeping, and timely communication. This role supports departmental projects, vendor relationships, compliance activities, and operational initiatives that advance the mission of Boys & Girls Clubs of Puerto Rico.

Requirements

Associate's or Bachelor's degree in Business Administration, Office Administration, Operations Management, or a related field preferred.
Minimum of 2-3 years of administrative, operational, or office support experience.
Experience supporting multiple priorities in a fast-paced environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
Strong organizational and time management skills.
Excellent written and verbal communication skills in English and Spanish.
Attention to detail and accuracy.
Ability to manage multiple tasks and deadlines.
Strong customer service and relationship-building skills.
Ability to maintain confidentiality and handle sensitive information.
Problem-solving and follow-through skills.
Ability to work independently and collaboratively within a team environment.

Nice To Haves

Nonprofit experience is preferred.

Responsibilities

Provide administrative and operational support to the Operations Department to ensure efficient daily operations.
Manage calendars, schedules, meetings, and departmental appointments, including preparation of agendas and supporting materials.
Prepare, organize, and maintain operational documents, reports, forms, correspondence, and departmental records.
Track departmental projects, action items, and deadlines to support timely completion and follow-up.
Process purchase requisitions, purchase orders, invoices, payments, reimbursements, and other operational transactions in accordance with organizational procedures.
Maintain accurate records of contracts, permits, licenses, vendor information, and compliance documentation.
Coordinate communications and follow-up with vendors, contractors, service providers, and internal departments.
Support the administration and monitoring of departmental budgets, expenses, and financial documentation.
Assist with the collection, organization, and submission of operational reports and required documentation.
Coordinate facility-related requests, maintenance activities, service schedules, and operational work orders.
Provide logistical support for meetings, trainings, special projects, events, and operational initiatives.
Monitor the status of operational requests and ensure timely resolution through effective follow-up.
Maintain departmental filing systems and ensure accuracy, confidentiality, and accessibility of records.
Serve as a point of contact for operational inquiries and facilitate communication among internal and external stakeholders.
Perform other duties, projects, and assignments that support the goals and objectives of the Operations Department.