Administrative Assistant

Puma Energy•San Juan, PR

34d

About The Position

Function: Support, assist and facilitate efficiently all administrative tasks entrusted to achieve the goals of the department. The Administrative Assistant supports procurement operations by managing sourcing activities, purchase order processing, vendor coordination, invoicing verification, and administrative functions. This role ensures accurate purchasing documentation, timely invoice processing, cost control, and compliance with company financial and procurement policies.

Requirements

Secretarial (bilingual).
Associate degree or bachelor’s Degree preferred.
Minimum 2 years working with experience in administrative roles, purchase orders, invoicing, receipts, etc.
Computer knowledge (Microsoft Office).
Proficiency in Microsoft Excel (pivot tables, reconciliation tracking).
Highly motivated and able to work independently.
Must be able to schedule and prioritize work for self.
Ability to comprehend and communicate detailed instructions orally and in writing.
Ability to establish priorities.
Exhibit initiative, responsibility, and flexibility.
Able to work well under pressure.
Strong communication and problem-solving skills.
Experience with systems (Navision, Kiss flow , QuickBooks, or similar).
Understanding of Accounts Payable processes.
Knowledge of financial controls and audit documentation.
Strong attention to numerical accuracy

Responsibilities

Prepare purchase orders that are required through the fulfillment of the assignments as "Buyer delegate".
Track purchase orders to ensure timely delivery.
Maintain vendor records and supplier database as required.
Assist procurement process to support contractor documentation verification (insurance, certifications, compliance).
Assist procurement activities comply with company policies and regulatory requirements
Receive and review vendor invoices for accuracy and completeness.
Perform three-way matching (Purchase Order, Receiving Report, and Invoice).
Verify quantities, pricing, taxes, freight, and contractual terms.
Resolve discrepancies with vendors and internal departments.
Code invoices correctly for cost allocation and accounting entry.
Submit approved invoices to accounting for payment processing.
Track invoice approval status to ensure timely payments.
Maintain invoice logs and payment tracking reports.
Assist in month-end closing related to procurement transactions.
Ensure compliance with company financial controls and audit requirements.
Support documentation preparation during internal or external audits.
Maintain organized filing systems (electronic and hard copy) as necessary.
Any task that is entrusted by the manager to support the company functions.