Administrative Assistant

We are seeking a bilingual (English/Spanish) Administrative / Operations Assistant to join our company and make an immediate impact by supporting day-to-day business operations across multiple departments, including Operations, HR, Compliance, Finance, and Sales. This role will ensure smooth organizational workflows, provide administrative support, and serve as a resource for both internal teams and field operations.
This is full time, in-office position Monday – Friday, 7:30 am – 4:30 pm.
Roles and Responsibilities

• Provide administrative support to ensure the efficient operation of the office.
• Answer phone calls, take messages, direct calls, and greet visitors.
• Organize and maintain both digital and physical filing systems.
• Monitor and order office supplies; manage inventory of supplies and equipment.
• Arrange travel accommodations for management and executives.
• Sort and distribute incoming mail and packages.
• Coordinate logistics for internal events such as staff meetings, training sessions, or team-building activities.
• Enter data into spreadsheets, databases, and systems with accuracy.
• Maintain and update records, including employee files, contact lists, and administrative databases.
• Assist with HR-related tasks such as onboarding, offboarding, and payroll processing.
• Support operational needs, including dispatching, scheduling, creating reports, and managing work orders or project assignments.
• Provide backup support for other administrative staff during absences or peak workloads.
• Run errands as needed (e.g., supplies, mailing, bank deposits).
• Serve as an escalation point for field or job-site problem-solving.
• Actively participate in company-wide meetings and initiatives aimed at continuous improvement.
  Required Qualifications
• Bilingual fluency in English and Spanish (spoken and written).
• Strong computer proficiency in Google Suite(Docs, Sheets, Calendar) and other scheduling or document management tools.
• Proven organizational skills, with the ability to manage multiple calendars, deadlines, and personnel simultaneously.
• Excellent written and verbal communication across all organizational levels.
• Strong problem-solving skills with the ability to remain proactive in high-pressure situations.
• High degree of professionalism, discretion, and confidentiality.
• Self-starter with strong time-management and prioritization skills.
• Positive, energetic, and adaptable with a strong sense of accountability.
• Reliable personal transportation to and from work site.
  Key Competencies
• Detail-oriented, tech-savvy, and resourceful.
• Independent worker with the ability to collaborate effectively within a team.
• Flexible, willing to take on new assignments and challenges.
• Strong interpersonal skills with a customer-service mindset.