Administrative Assistant - Puerto Rico

Date: Mar 12, 2025

Location:

Guaynabo, PR, PR

Company: Black & Veatch Family of Companies

Together, we own our company, our future, and our shared success.

As an employee-owned company, our people are Black & Veatch. We put them at the center of everything we do and empower them to grow, explore new possibilities and use their diverse talents and perspectives to solve humanity's biggest challenges in an ever-evolving world. With over 100 years of innovation in sustainable infrastructure and our expertise in engineering, procurement, consulting and construction, together we are building a world of difference.

Company : [[company_obj]]

Req Id : 107982

Opportunity Type : Staff

Relocation eligible : [[custReloAvailable]]

Full time/Part time : Full-Time

Project Only Hire :

Visa Sponsorship Available: [[custVisaSponsorship]]

Job Summary

To perform typical administrative assistant duties and tasks of a varied nature according to established processes, applying occasional independent judgment. Typically supports smaller workgroup, such as a section, unit or functional area, under general supervision. Requires basic knowledge of workgroup's policies and procedures. Has occasional contact with clients, suppliers, or company employees outside the immediate work area to exchange information.

Key Responsibilities

• Answer phone calls

• Attend to anyone who arrives at the door and, if expected, notify them of their arrival:

• Person arriving without prior notice

• Clients scheduled for a meeting

• Subcontractors coming to sign documents

• Subcontractors bringing documents for the CC; if they are not present, receive and sign the receipt. Notify the CC of their receipt

• Received packages, security personnel informing, messengers, cleaning staff, air maintenance personnel, coworkers, etc.

• Receive office invoices and process them.

• Go to the mailbox and check for correspondence. Mail any correspondence that needs to be sent. Place the pre-established codes for that account, scan, and send to BV's email for processing:

• FedEx

• Office supplies

• Cleaning services

• Office phone and Hotspot

• Water services

• Warehouse rent

• Messenger service

• Coordinate any service requested by the manager

• Monitor the renewal of fire extinguishers and the Use Permit

• Keep records of engineers' certifications (State Department) and IDs (CIAPR), monitor renewal dates, and ensure copies are sent when renewed. Maintain an employee file with these documents archived in PW.

• Request ID from BV when a new employee arrives; if from Magnit, provide training on how to register hours, give a copy of tasks written on the timesheet according to their position. Handle drug test forms as part of recruitment.

• Provide a copy of the parking key. If there are no keys, make copies.

• Inventory office supplies and order them. Organize them upon receipt.

• Inventory printer ink and order them. Organize them upon receipt.

• Print Archaeology reports, burn them to CD, and send by messenger to ICP (Puerto Rican Institute of Culture) and a copy to PRASA

• Inventory office consumables when running low and deliver to Odalis.

• Inventory personal protective equipment (PPE); if running out, notify and order according to ESHS instructions. Organize them upon receipt.

• Verify CC expenses received by the Construction Managers in Concur and approve them.

• Take audited document boxes to the warehouse

Management Responsibilities

Individual Contributor

Preferred Qualifications

• 2+ years relevant experience preferred

• High School Diploma or equivalent preferred

Minimum Qualifications

• Basic word processing and spreadsheet experience needed.

• All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Certifications

Work Environment/Physical Demands

Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time.

Competencies

Customer focus

Salary Plan

ADO: Administrative Services

Job Grade

004

Black & Veatch endeavors to makeaccessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process because of a disability, please contact the Employee Relations Department at +1-913-359-1622 or via our. This contact information is for disability accommodation requests only; you may not use this contact information to inquire about the status of applications. General inquiries about the status of applications will not be returned.

Black & Veatch is committed to being an employer of choice by creating a valuable work experience that keeps our people engaged, productive, safe and healthy.

Our comprehensive benefits portfolio is a key component of this commitment and offers an array of health care benefits including but not limited to medical, dental and vision insurances along with disability and a robust wellness program.

To support a healthy work-life balance, we offer flexible work schedules, paid vacation and holiday time, sick time, and dependent sick time.

A variety of additional benefits are available to our professionals, including a company-matched 401k plan, adoption reimbursement, tuition reimbursement, vendor discounts, an employment referral program, AD&D insurance, pre-taxed accounts, voluntary legal plan and the B&V Credit Union. Professionals may also be eligible for a performance-based bonus program.

We are proud to be a 100 percent ESOP-owned company. As employee-owners, our professionals are empowered to drive not only their personal growth, but the company's long-term achievements - and they share in the financial rewards of the success through stock ownership.

By valuing diverse voices and perspectives, we cultivate an authentically inclusive environment for professionals and are able to provide innovative and effective solutions for clients.

BVH, Inc., its subsidiaries and its affiliated companies, complies with all Equal Employment Opportunity (EEO) affirmative action laws and regulations. Black & Veatch does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status or other status protected by law.

For our EEO Policy Statement, please click. If you’d like more information on your EEO rights under the law, please clickand.

Notice to External Search Firms : Black & Veatch does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Black & Veatch Talent Acquisition engages with search firms directly for hiring needs.

Job Segment: Scientific, Engineer, Engineering