Administrative Assistance | Finance Specialist | Washington, DC
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Location:
Caguas
Company:
LEGAL PROJECT MANAGEMENT PARTNERS LLC
Summary:
The Administrative Assistant/Finance Specialist provides comprehensive administrative, financial, and project coordination support to ensure smooth office operations. Key duties include managing accounts payable/receivable, maintaining financial records, coordinating project schedules, and assisting with customer service inquiries.
Requirements:
Hard Skills: Office administration, Financial record keeping, Accounts payable, Accounts receivable, Project coordination, Microsoft Office 365, Canva, Data entry, Budget tracking, Customer service, Vendor communication, Document preparation, Inventory management, Reporting, Bilingual communication
Experience: 2-5 years
Job Description:
Job Overview
We are seeking a highly organized and detail-oriented Administrative Assistant – Finance Specialist to provide comprehensive administrative, financial, and project coordination support across the organization. As part of a nonprofit organization, this role plays a key part in supporting office operations, finance activities, customer service, and project execution, while contributing to the development and growth of the company’s programs and business lines.
Main responsibilities:
- Perform general office administration tasks and support daily operations
- Provide administrative support to finance, project management, and leadership teams
- Assist with accounts payable/receivable, invoicing, expense tracking, and reconciliations
- Maintain accurate financial records, reports, and documentation
- Coordinate meetings, calendars, travel arrangements, and internal communications
- Process shipping, receipts, and vendor communications
- Assist customers with service-related inquiries and provide follow-up support
- Maintain organized filing systems and up-to-date employee records
- Support employment-related documentation (contracts, evaluations, etc.)
- Coordinate document preparation, review, and signature processes
- Enter and track project data, develop reports, and distribute to stakeholders
- Create project folders, proposal packages, and presentations
- Coordinate resources, schedules, and activities across multiple projects
- Develop, update, and maintain internal documentation (policies, procedures, reports, metrics)
- Assist in budget tracking and financial data entry
- Maintain inventory of office supplies and support office maintenance
- Support training coordination and professional development initiatives
- Assist in marketing content creation (e.g., Canva)
- Prepare and deliver periodic reports on progress and metrics
- Support the implementation of new policies and continuous improvement initiatives
- Collaborate on special projects and perform additional duties as assigned
General requirements:
- Fluent in Spanish and English (spoken and written).
- Proficient in Microsoft Office 365 (Teams, Share Point, Outlook, Excel, Word, Power Point).
- Experience with Canva.
- Organizational skills, attention to detail, ability to manage multiple tasks, set priorities, and be able to meet deadlines.
- Excellent verbal and written communication skills.
- Experience in project coordination (preferred).
Education Requirements:
- Bachelor’s degree in business administration, Finance, Secretarial Science, or a related field.
- A combination of education and relevant experience can be considered.
Experience Requirements:
- 2+ years of experience as an Administrative Assistant, Project Coordinator, Finance Assistant, or similar role
- Proven experience in highly confidential environments.
- Experience in highly regulated industries, such as pharmaceuticals.
Physical requirements
- Ability to sit for long periods of time.
- Light physical activity may be required occasionally.
- You should be able to visit field locations as needed.
- Must be able to use personal protective equipment (PPE) when required.
- Ability to perform in diverse industrial environments.
