Job Details

Bilingual Administrative Assistant - Reception

The Bilingual Administrative Assistant - Reception will perform routine administrative functions like providing information to callers, scheduling meetings, organizing, and maintaining files and databases, and operating various office equipment. This position will create a warm welcoming environment that allows us to deliver the best customer experience to employees and customers that walk in every day.

Accountabilities:

• Greeting visitors, answering any inquiries, and creating a welcoming environment
• Answering phone calls and directing the caller to the appropriate personnel, department, or voicemail to ensure all calls are addressed
• Ensure phones are turned on at 8:00am and placed in "night" or "holiday" mode at 4:30pm
• Make sure conference rooms are stocked and clean, prep them for meetings
• Organizing and maintaining files and databases in a confidential manner
• Receiving deliveries; sorting and distributing incoming mail
• Scheduling appointments, meetings, or reservations as needed
• Maintaining office supply inventory by checking stock to determine inventory level, anticipating needed supplies, and placing or expediting orders for supplies
• Operating office equipment such as fax machines, printers or phone systems and arrange for repairs when equipment malfunctions
• Maintaining breakroom supplies, coffee, creamer, sugar, etc.
• Assist with company credit card process, input receipts to system
• Run company errands, lunch groups, supply runs, etc.
• Assist with onboarding and offboarding processes (e.g., new hire paperwork, exit checklists)
• Help maintain accurate employee records and HR files
• Assist with answering high level employee questions regarding various benefits and/or directing employees to the respective parties
• Coordinate employee engagement activities and internal communications
• Help ensure compliance with company policies and applicable labor laws
• Other job-related responsibilities as assigned as trained for and qualified to do

Required Knowledge, Skills & Experience:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• 2+ years of administrative experience, with at least 1 year of exposure to HR tasks.
• Familiarity with HR processes and confidentiality standards
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic HR systems.
• Strong communication, interpersonal, and organizational skills.
• Strong organizational and multitasking skills
• Proficient knowledge of MS Excel, MS Word, MS PowerPoint, and MS Outlook and other database applications
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive materials
• Excellent customer service skills
• Strong degree of attention to detail
• Bilingual (English/Spanish) required; candidates must be able to read, write, and speak both languages fluently.

Attributes:

• Safety: Maintains a secure, organized, and compliant front-office environment.
• Have Humanity: Creates a warm, respectful, and welcoming experience for all.
• Be Transparent: Communicates clearly and keeps accurate, trustworthy records.
• Drive Innovation: Finds better ways to streamline administrative processes.
• Be Resilient: Adapts quickly and stays focused in a fast-paced setting.
• Always Reliable: Delivers consistent, dependable administrative support.
• Grit: Takes pride, ownership, and persistence in doing the job well every day.

Physical & Environmental Requirements:

• Ability to stand, stoop, kneel, or crouch for extended periods during an 810 hour shift.
• Ability to lift up to 50 lbs and push/pull up to 100 lbs.
• Ability to work in a heavy manufacturing environment and varying conditions.

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.