Job Title: Administrative Assistant and Office Manager

Location: San Juan, Puerto Rico

Department: Operations

Reports To: Chief Operating Officer (COO)

Employment Type: Full-Time

Parliament Capital Management, LLC is an emerging and diverse fund manager based in San Juan, Puerto Rico with a focus on direct lending and other credit opportunities in underserved, mostly Hispanic/minority markets, in the US, Puerto Rico and the USVI. The Firm currently manages approximately $700MM under its various funds.

Job Summary:

We are seeking a highly organized and proactive individual to fill the dual role of Administrative Assistant and Office Manager at our investment management firm. The ideal candidate will provide comprehensive administrative support to the Chief Operating Officer (COO) while ensuring the smooth and efficient operation of the office. This position requires a detail-oriented professional with excellent communication skills and the ability to multitask in a fast-paced environment.

Key Responsibilities:

Administrative Assistant Duties:

• • Executive Support: Provide direct administrative support, including managing calendars, scheduling meetings, preparing agendas, and handling correspondence.
  • Phone Management: Answer and direct phone calls in a professional manner, taking messages and handling inquiries as appropriate.
  • Visitor Management: Greet visitors and handle inquiries and provide assistance as needed.
  • Travel Coordination: Arrange and coordinate travels, including flights, accommodations, and itineraries.
  • Document Management: Prepare, edit, and distribute various documents, reports, and presentations. Ensure all documents are filed appropriately.
  • Communication: Serve as a liaison between the team and vendors, clients or any other third party, ensuring clear and timely communication.
  • Meeting Preparation: Assist in preparing materials for meetings, taking minutes, and following up on action items.
  • Confidentiality: Handle sensitive information with the utmost confidentiality and discretion.

Office Manager Duties:

• • Office Management: Oversee day-to-day office operations, ensuring a clean, organized, and professional work environment.
  • Supplies Management: Maintain inventory and order office supplies, equipment, and furniture as needed.
  • Vendor Coordination: Manage relationships with office vendors and service providers, ensuring timely and efficient service.
  • Facility Maintenance: Coordinate maintenance and repairs of office equipment and facilities.
  • Invoice Management:
  • Invoice Processing: Oversee the entire invoice lifecycle from receipt to payment, ensuring all invoices are accurately logged and approved.
  • Timely Payments: Ensure prompt payment of all invoices, adhering to company policies and payment schedules to maintain positive vendor relationships.
  • Record Keeping: Maintain detailed records of all invoices, payments, and related correspondence for auditing and reporting purposes.
  • Discrepancy Resolution: Address any discrepancies or issues with invoices in coordination with vendors and internal departments to ensure accuracy and resolve conflicts efficiently.
  • HR Assistance Duties: Assist in the recruitment process, including posting job openings, scheduling interviews, and coordinating with candidates; Facilitate the onboarding process for new hires, ensuring proper setup of workstations and security access; Maintain and update employee records and files, ensuring confidentiality and accuracy; Provide administrative support for employee requests; Assist in payroll preparation.
  • Event Planning: Organize and coordinate company events, or meetings.

Qualifications:

• • Education: Bachelor’s degree, preferred.
  • Experience: Minimum of 2-5 years of experience in an administrative support role, with experience in office administration, preferred.
  • Skills:
  • Bilingual
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle multiple tasks simultaneously and prioritize effectively.
  • Strong attention to detail and problem-solving skills.
  • Ability to work independently and as part of a team.
  • Experience in an investment management or financial services firm is a plus.

Key Competencies:

• • Proactive: Takes initiative and anticipates needs before they arise.
  • Reliable: Dependable and trustworthy, with a strong sense of responsibility and integrity.
  • Adaptable: Able to adjust to changing priorities and handle unexpected situations with ease.
  • Professionalism: Maintains a high level of professionalism and composure, especially under pressure.
  • Interpersonal Skills: Builds and maintains positive relationships with colleagues, clients, and vendors.

Benefits:

• • Competitive salary and performance-based bonuses.
  • Comprehensive health insurance.
  • Retirement savings plan with company match.
  • Paid time off and holidays.
  • Professional development opportunities.
  • Friendly and dynamic work environment.

This is an immediate start, full-time position. Parliament is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, sexual orientation, national origin, or any other category protected by law.