A highly organized and detail-oriented Bilingual Administrative Assistant is needed to provide comprehensive administrative support to the team. The ideal candidate must be fluent in both English and Spanish, possess excellent organizational skills, and be proficient in the Microsoft Office platform. This role requires a proactive approach and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Document Preparation: Draft, edit, and format various documents, including proposals, contracts, and photo reports, ensuring accuracy and professionalism.
Insurance Management: Manage and track Certificates of Insurance (COI) and renewals, ensuring compliance and timely processing.
Purchase Order Process: Manage the purchase order process, including creating, tracking, and coordinating with vendors.
License and Permit Management: Manage and track licenses and permits, ensuring timely renewals and adherence to regulatory requirements.
Email Monitoring & Tracking: Monitor and track incoming and outgoing emails, flagging urgent items and ensuring timely responses.
Mail Management: Collect, sort, and distribute incoming and outgoing mail efficiently.
Team Support:
o Assist the payroll team with administrative tasks and data entry as needed.
o Support the Human Resources team with various administrative duties.
o Assist with scheduling employees and managing calendars to ensure optimal team coordination.
o Provide administrative support for job estimates, including data compilation and document preparation.
o Assist the team with basic technical support issues and troubleshooting.
Qualifications:
High School Diploma or equivalent required; Associate's or Bachelor's degree preferred.
Minimum of 2 years of administrative experience, preferably in a fast-paced office environment.
Bilingual proficiency in English and Spanish is required.
Excellent organizational and time management skills, with a proven ability to multitask and prioritize effectively.
Proficiency in the Microsoft Office Suite, including Word, Excel, and Outlook.
Strong written and verbal communication skills in both English and Spanish.
Acute attention to detail and accuracy.
Ability to work independently and collaboratively within a team.
Knowledge of Accounts Payable or Accounts Receivable is a plus.
QuickBooks experience is a plus.