Administrative Assistant II

About Ulteig

Ulteig is a purpose-driven organization that has built a culture focused on people—both clients and employees—for over 80 years. Working with Ulteig is more than a job; it means you will have the opportunity to make a difference by creating and solving for a sustainable future. A huge part of the company’s success has relied heavily on the dedication and focus of its workforce, which is why Ulteig makes investing in its employees a top priority. Ulteig’s mission is to connect people and resources to develop compelling, integrated solutions across multiple Lifeline Sectors®, including power, renewables, transportation, and water.

About Maxima Consulting

Maxima Consulting Inc. is a global consulting firm renowned for delivering its innovative workforce and technology solutions to leading companies in various industries. Dedicated to driving sustainable growth in Costa Rica, Maxima Consulting aims to build a people-centric, client-focused, and progress-driven team of engineering professionals to support Ulteig in transforming our world’s critical infrastructure.

Position Overview

Ulteig has an outstanding opportunity for an Administrative Assistant II – Costa Rica. The role is critical to our office in supporting our leadership team, performing administrative and light facilities management duties; in addition to activities for our office locations while providing backup for other administrative team members.

What You'll Do

• Perform general clerical duties including photocopying, digital faxing, binding and mailer projects, scanning, and miscellaneous administrative tasks as needed.

• Maintain phone coverage as needed.

• Provide administrative support to specific office locations or leaders, including, but not limited to, managing calendars, scheduling travel, reviewing expenses/timesheets, submitting expense reports, directing phone calls, and event/meeting management and coordination, virtual meeting support.

• Assist in duties including lights on/off, dishwasher load/unload, lobby and conference room maintenance as needed.

• Retrieve, open, sort, and distribute incoming correspondence as needed.

• Retrieve, assign, and complete requests for information and administrative support submitted through the help desk ticket system, and in person.

• Monitor and maintain office supply inventories with consideration for budget and cost-effective solutions, including special orders.

• Assist in the preparation of in-person, hybrid and virtual meetings, and company events.

• Create “life event” acknowledgements – cards, flowers, gifts, memorials, etc. as requested.

• Provide excellent customer service to both internal and external clients.

• Create PowerPoint presentations, Newsletters (Adobe), and intranet posts.

• Assist the Facilities Management team, including:

• Serve as a point of contact for building management and vendors (e.g., janitorial, maintenance, deliveries)

• Support coordination of desk moves, seating arrangements, and office space planning.

• Help maintain inventory of office, breakroom, and janitorial supplies.

• Perform light troubleshooting of office equipment (e.g., coffee machines, mail machines).

• Assist with visitor management and ensure building access protocols are followed

• Report and track minor repair or maintenance issues.

• Ship and receive items from the US and Canada, and create international shipping documents and labels for shipments.

• Prepare, ship, and maintain supplies for UPS, FedEx, and DHL. Researching and coordinating other courier services as requested.

• Complete errands and all other duties as assigned.

• Follow all company policies and procedures.

What We Expect from You

• A High School degree or equivalent (GED) required; two-year technical preferred.

• Minimum of 2 years of administrative experience preferred.

• Proven experience in Microsoft Software Applications (Teams, Word, Excel, Power Point, Outlook) and other relevant technologies.

• Knowledge of standard office equipment.

• Must possess well-rounded knowledge of commonly used concepts, practices, and procedures.

• Demonstrates excellent verbal/written communications, time management, interpersonal and organizational skills.

• Strong attention to detail, accuracy, and follow through, and ability to work on multiple projects while maintaining deadlines.

• Ability to work both independently and collaboratively with individuals at all levels in the organization in a team environment.

• Ability to maintain confidentiality.

• Must have authorization to work permanently in Costa Rica.

Benefits

• Competitive salary based on your experience.

• Support for attaining professional accreditation in Costa Rica and the USA

• Wellbeing mental health package.

Recruitment process flow

Join our team and become a part of an innovative company redefining excellence in service delivery. If you’re an accomplished engineer we encourage you to apply now by submitting your resume that should highlight your engineering achievements and leadership vision.

We respect your time and effort, so our recruitment process is as short and convenient as possible. Our recruiters are committed to keeping you in the loop and will happily answer your questions to help you prepare or clarify our expectations.