Job Title Office Administrator

Business Unit: Caribe

Department: General Management

Location: Guaynabo, Puerto Rico

Reports To: General Manager

Who We Are:

For more than a century, L’Oréal has devoted its energy, innovation, and scientific excellence solely to one business: Beauty. Our goal is to offer each and every person around the world the best of beauty in terms of quality, efficacy, safety, sincerity and responsibility to satisfy all beauty needs and desires in their infinite diversity.

What You Will Learn:

In this role, you will gain a broad understanding of administrative and operational functions within a fast-paced office environment. You'll learn how to effectively manage executive schedules and travel, handle office logistics and supplies, and coordinate events while adhering to company policies. The position offers valuable experience in facilities management, including overseeing maintenance, repairs, and renovations, and ensuring compliance with safety and environmental regulations (OSHA, L'Oréal for the Future). You will develop skills in process analysis and improvement, creating and implementing office procedures. Additionally, the role provides exposure to HR functions, such as recordkeeping, reporting, and onboarding/offboarding processes, while developing your ability to handle confidential information. Finally, you'll hone your communication and interpersonal skills through receptionist duties and interactions with a variety of internal and external stakeholders. This position provides a well-rounded experience in office administration, facilities management, and HR support.

Office Administration

• Manage agenda, travel plans and appointments for the General Manager. Support with travel arrangement of corporate guests or visits, as needed.
• Manage office supplies inventory, and place orders as necessary.
• Handle incoming and outgoing mail, packages, and deliveries.
• Conference rooms calendar management.
• Assist in the planning and coordination of Company activities and events, as needed, maintaining compliance with company policy.
• Maintain a clean and organized office environment. Partner with the Building Administration to coordinate all things related to cleaning, maintenance, repairs and improvement, office permits, among others.
• Responsible for fleet management duties in partnership with the HR Department.
• Prepare monthly Utilities Report and perform annual OSHA/safety audits in partnership with L’Oreal USA EHS and Security team.
• Perform annual L’Oréal for the Future (L4TF) waste audit.
• Analyze internal processes and recommend changes to improve operations. Develop office management policies and procedures, and ensure they are implemented appropriately.
• Perform receptionist duties: greet visitors, and answer and direct phone calls. Greet couriers, vendors, agencies, and other personnel visiting Caribe Market Office.
• Manage purchase orders, reconcile invoices, and keep track of payments to suppliers.
• Assist with office layout planning and office moves. Oversee construction and renovation projects to improve efficiency, ensure facilities meet environmental, health and security standards, and comply with government regulations.
• Take on special projects and other duties as assigned.

HR Assistantship

• Responsible for HR recordkeeping. Maintain accurate employee records and files.
• Assist with HR audits and reporting.
• Provides general administrative support such as preparing correspondence, forms, and reports, arranges meetings, composes regular correspondence, processes confidential reports and documents (electronic and hard copy files), and tracks deadlines. Prepare presentations, spreadsheets, communications, and other documents.
• Support coordinating the arrival of new employees (transfer files, onboarding planning, IT, and telephone requests, etc.) and departures (closing HR files, sending deactivation notifications and follow-up, etc.).
• Manages sensitive and confidential matters.

What We Are Looking For:

Required Qualifications:

• Education Requirements: Bachelor’s Degree in Business Administration, Office Administration or related disciplines.
• Years of Experience: 3-5 years of office management and administrative experience providing support to the HR department.

Technical Skills:

• Microsoft Office Programs: Proficiency in Word, Excel (including spreadsheet management and reporting), PowerPoint (creating presentations), and Outlook (calendar management, email communication).
• Office Management Software: Experience with software for travel booking, expense reporting, inventory management, and facilities management would be beneficial.
• Project Management Software: Basic knowledge of project management tools could be helpful for coordinating office moves, renovations, or special projects.

Job-Specific Skills:

• Office Administration: Managing schedules, travel arrangements, mail and deliveries, office supplies, and maintaining a clean and organized office environment.
• Facilities Management: Overseeing building maintenance, repairs, renovations, and ensuring compliance with safety and environmental regulations (OSHA).
• Event Planning and Coordination: Organizing company activities and events within budget and policy guidelines.
• HR Support: Maintaining employee records, assisting with HR audits, and reporting, supporting onboarding/offboarding processes, and handling confidential information.
• Policy Development and Implementation: Creating and implementing office management policies and procedures.
• Vendor Management: Working effectively with external vendors for office supplies, maintenance, and other services.
• Report Preparation and Analysis: Preparing regular reports (e.g., utilities, safety audits, L4TF waste audit) and analyzing data to recommend process improvements.

Preferred Qualifications:

• Communication: Excellent written and verbal communication skills for interacting with various stakeholders.
• Organization and Time Management: Strong organizational skills and the ability to prioritize tasks effectively in a fast-paced environment.
• Problem-Solving: Ability to identify and resolve office-related issues efficiently. Use logic and reasoning to identify alternative solutions, conclusions, or approaches to problems.
• Interpersonal Skills: Building positive relationships with colleagues, visitors, and vendors.
• Discretion and Confidentiality: Handling sensitive information with professionalism and discretion.
• Initiative and Proactiveness: Anticipating needs and taking initiative to improve office operations.
• Adaptability and Flexibility: Adjusting to changing priorities and handling unexpected situations.
• Teamwork: Collaborating effectively with different departments (HR, EHS, Building Administration).
• Judgement and Decision Making: Considering the costs and benefits of potential actions to choose the most appropriate one.

What’s In It For You:

• Salary Range: The actual compensation will depend on a variety of job-related factors which may include geographic location, work experience, education, and skill level
• Competitive Benefit Package (Medical, Dental, Vision, 401K, Pension Plan)
• Hybrid Work Policy (3 Days in Office, 2 Days Work from Home)
• Flexible Time Off (Paid Company Holidays, Paid Vacation, Vacation Buy Program, Volunteer Time, Summer Fridays & More!)
• Access to Company Perks (VIP Access to L’Oréal’s Internal Shop for Discounted Products, Monthly Mobile Allowance)
• Learning & Development Opportunities for Career Progression (Unlimited Access to E-learnings, Lunch & Learn Sessions, Mentorship Programs, & More!)
• Employee Resource Groups (Think Tanks and Innovation Squads)
• Access to Mental Health & Wellness Programs

Don’t meet every single requirement? At L'Oréal, we are dedicated to building a diverse, inclusive, and innovative workplace. If you’re excited about this role but your past experience doesn’t align perfectly with the qualifications listed in the job description, we encourage you to apply anyways! You may just be the right candidate for this or other roles!

We are an Equal Opportunity Employer and take pride in a diverse environment. We would love to find out more about you as a candidate and do not discriminate in recruitment, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting [email protected]. If you need assistance to accommodate a disability, you may request an accommodation at any time.

Our Safe Together Plan: Your safety is our highest priority. We will proceed with caution and adhere to enhanced protection standards to ensure our sites are safe for all employees. We must all operate with the shared responsibility for each other’s health & safety in mind.