Administrative Assistant (Infrastructure Program)

Job Description

Job Description

The Administrative Assistant will provide comprehensive administrative and operational support to the School Infrastructure Program administered by the Puerto Rico Department of Education (PRDE). This role supports day‐to‐day program operations related to school facilities, capital improvement projects, and recovery or modernization initiatives. The position requires high attention to detail, strong organizational skills, and the ability to coordinate across multiple stakeholders, including PRDE staff, contractors, vendors, and government agencies.

Main Responsibilities:

Administrative & Program Support

• Provide administrative support to program leadership, project managers, and technical teams.
• Prepare, format, and maintain correspondence, reports, meeting minutes, presentations, and program documentation.
• Organize and maintain electronic and physical filing systems in compliance with PRDE and record‐retention requirements.
• Track incoming and outgoing documents, approvals, and requests related to infrastructure projects.

Coordination & Scheduling

• Coordinate meetings, site visits, and inspections, including scheduling, agendas, and logistics.
• Serve as a point of contact for internal staff, consultants, contractors, and external partners.
• Assist with coordination between PRDE central office, regional offices, and school sites.

Data Tracking & Reporting

• Maintain logs and trackers for project status, deliverables, correspondence, and action items.
• Support data entry and updates in project management systems, spreadsheets, or PRDE databases.
• Assist in compiling data for progress reports, audits, and compliance reviews.

Procurement & Financial Support

• Assist with administrative aspects of procurement processes, including purchase requests, contracts, amendments, and invoice tracking.
• Support documentation and tracking of expenditures, ensuring alignment with program budgets and funding requirements (e.g., federal or recovery funds).
• Help prepare supporting documentation for audits and monitoring activities.

Compliance & Quality Control

• Ensure documentation complies with PRDE policies, government regulations, and funding source requirements.
• Assist in preparing materials for internal reviews, audits, and site inspections.
• Monitor deadlines and follow up on required actions to ensure timely completion.

Required Qualifications

• Associate’s degree or higher in Business Administration, Office Administration, Public Administration, or a related field (or equivalent experience).
• Minimum of 2 years of administrative or office support experience, preferably in government, education, construction, or infrastructure programs.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.

Preferred Qualifications

• Experience supporting capital projects, construction, facilities management, or infrastructure programs.
• Familiarity with public‐sector or federally funded programs (e.g., procurement, compliance, documentation).
• Experience working with PRDE or other Puerto Rico government agencies.
• Bilingual proficiency in Spanish and English (written and verbal).

Skills:

• High attention to detail and accuracy.
• Ability to handle sensitive or confidential information with discretion.
• Strong interpersonal skills and ability to work effectively with diverse stakeholders.
• Ability to work independently and as part of a multidisciplinary team.
• Problem‐solving skills and proactive follow‐up.

Working Conditions

• Office environment with occasional travel to school sites or PRDE facilities as required.
• May require flexibility to meet program deadlines and reporting requirements.

Plexos Group LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment based on individual merit, skills, and performance, without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. Plexos Group is committed to providing a workplace environment free from discrimination and ensuring equal opportunity for all employees.

Under Section 3 of the HUD Act of 1968, additional preference will be given to Section 3 residents in the Puerto Rico area who meet the requirements of this position

The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.

Company Description

The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.