Office Coordinator at Parallel18
Job Title: Office Coordinator at Parallel18
Reports to: Senior Operations Manager (Parallel18)
Location / Hours: San Juan, Puerto Rico (on-site) / Full-Time
Type of Contract: Regular Position (Probationary Period)
Overview of the Organization
The Puerto Rico Science, Technology and Research Trust (“PRSTRT” or “Trust”) is a private non-profit organization created in 2004 to encourage and promote innovation, transfer, and commercialization of technology and creation of jobs in the technology sector. We contribute to Puerto Rico’s public policy for science, technology, research, and development. The Trust’s mission is to invest, facilitate and build capacity to continually advance Puerto Rico's economy and its citizens’ well-being through innovation-driven enterprises, science, technology, research, and public health. Our vision is that Puerto Rico is a globally recognized innovation hub.
Parallel18 a program of the Puerto Rico Science, Technology, and Research Trust is a top-level, performance-driven international startup program with a social mission: offering entrepreneurs from all over the world access to high-quality business training, funding, and networks to help them scale globally while working to position Puerto Rico as a unique hub for innovative businesses and technology.
Purpose
Support the Parallel18 team with efforts to integrate participants with the local community through internal and external events and take charge of general program activities. The role will be in charge of providing office support services, including receptionist duties, coordination of the use of shared space at the Parallel18 coworking space, and day-to-day operations of our offices. This position also performs on-demand assignments in support of Parallel18 activities and teams. This position will have the experience to collaborate alongside all key areas of the Parallel18 operation.
Key Responsibilities and Duties
Main Responsibilities:
- Lead facilities management efforts for our HQ and liaise with all relevant stakeholders to get things done.
- In charge of general office organization. Command the reception area and manage mail and package delivery.
- Keep inventory of office supplies and marketing materials and coordinate restocking orders as needed.
- Active support in any office-related organizational need, such as preparing the coworking space for meetings and events.
- Direct visitors and the general public to the appropriate area or staff member and provide orientation about Parallel18 programs.
- Assist in the planning and preparation of meetings, conferences, and teleconference calls.
- Provide support to entities and individuals that request the use of training and meeting rooms, managing their schedules and coordinating different activities.
- Coordinate and direct office services, such as records, personnel issues, and housekeeping, to aid executives.
- Communicate with program participants, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
- Maintain a working atmosphere of respect, professionalism, and productivity.
- Consistent communications with the parent organization, PRSTRT, to attend HQ and administrative tasks.
- Maintain a current and accurate filing system of active files, including, but not limited to, general correspondence, contracts, vendors, and suppliers.
- May run errands out of the office to support the Trust’s activities, only as requested.
- May participate in meetings or perform other duties as instructed by the Trust’s Administrator or Chief Executive Officer.
- Support the Parallel18 team in the relationship management of the Parallel18 ongoing cohorts, alumni network, and mentor network in various capacities.
- Support the Marketing and Communications team in the coordination and needs of the cohort's main events, such as the Welcome Event and DemoDay.
- Support with communications to the entire Parallel18 community through the main channel’s important announcements and events of the entrepreneurial ecosystem
- Help manage the main e-mail of the Parallel18 program.
- Open, time stamp, and register all general correspondence.
- Assist the Senior Operations Manager and the Executive Director with general administrative and communication tasks.
Ad Hoc Responsibilities:
- Provide support to the Program Managers and Leads on the development and optimization of Parallel18’s programs.
- Provide support as needed for the preparation, management, and execution of internal and external events in collaboration with the Marketing and Communications department.
- Assist the Senior Operations Manager and the Executive Director with general administrative and communication tasks.
Since our organization is going to change to meet the needs of new designations, you can expect, anticipate, and assume that your job description will change to meet this challenge.
Qualifications & Technical Job Requirements
- You've got to have a doer mindset with outstanding organizational and communication skills, plus be willing to lead and take projects to a new level alongside an amazing team.
- Be willing to learn and explore entrepreneurship and economic development initiatives and have the hunger and drive to keep learning about the ecosystem.
- Ability to work in a high-paced, dynamic environment; handle multiple projects simultaneously, prioritizing work; and ensure tasks are completed and deadlines are met as required.
- Excellent interpersonal and presentation skills and persuasive abilities to influence cooperation and collaboration.
- Solid understanding of the organization's overall business and program objectives.
- Proficient computer user with equal knowledge of software programs and the Internet; knowledge of Microsoft and Google suite products is needed.
- Strong interpersonal skills - ability to work effectively as part of a team; ability to tactfully give/receive constructive feedback.
- This is a global program, so you must be fluent in Spanish and English with excellent communication skills, both written and verbal.
Experience & Educational Requirements
- Bachelor’s degree from an accredited academic institution.
- At least two (2) years of experience related to essential job duties is required.
“The Trust is an equal opportunity employer; we strive to maintain a workplace atmosphere that is free from discrimination. To those ends, the Trust provides equal employment opportunities without regard to race, color, sex, sexual orientation, age, marital status, national origin, social status, political affiliation, religion, physical or mental disability, veteran status, perceived or real domestic violence victim status, sexual harassment victim status, stalking victim status, and/or any other basis protected by law.”
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