Office Administrator - Bilingual Spanish

Job Description

Job Description

About OPTO

OPTO is a designer and manufacturer of retail fixtures for the retail industry in both domestic and international markets. We believe in relentless communication, we have a passion for growth, and are obsessively focused on helping our clients be successful. At our core, we are a design driven retail fixture manufacturing company. We apply that creative thought process to our customer proposals, product development, and internal operations. The excitement, innovation, and passion from all of our team members allows us to curate the best solutions for any retail environment.

What we are looking for in the Office Administrator - Bilingual Spanish:

We are seeking an Office Administrator, to provide administrative and clerical support to all VPs and other departments at OPTO. This is a 3–6-month contract position with the potential for full-time conversion based on business needs and performance. To excel in this role, you must enjoy working in a fast-paced environment and have excellent people skills.

Office Administrator Key Responsibilities Include:

● Arrange and schedule travel for staff

● Manage executive calendars, coordinate meetings, and protect time for priority work

● Handle executive correspondence, follow-ups, and related administrative communications

● Prepare meeting agendas, materials, and other supporting documents

● Plan and coordinate corporate lunches for clients and Board meetings (hospitality & catering)

● Update and maintain internal staff contact phone lists and org charts

● Greet visitors and direct them to the correct staff member

● Maintain T shirt inventory and coordinate the annual shirt distribution to all supervisors and hourly employees and any replacements throughout the year

● Answer phones and transfer to the appropriate staff member

● Monitor, restock, and organize kitchen and lunchroom supplies, including coffee, snacks, and beverages, and ensure shared spaces remain ready and presentable

● Coordinate office cleaning services and other office vendors

● Prepare conference rooms for meetings and ensure they are clean, organized, and properly supplied

● Coordinate messenger and courier services

● Receive, sort, and distribute incoming mail

● Assist executives as needed in administrative duties

● Coordinate and organize appointments and meetings for executives

● Assist with company events and lunches

● Perform work-related errands as requested

● Coordinate and help with any showroom visits, as needed

● Prepare and distribute employee attendance communications

● Translate documents and communications between English and Spanish

● Administer Wellable enrollments, notifications, challenges, and rewards

● Draft and distribute the OPTO employee newsletter

● Support key card activation and deactivation, door access, and temporary and access badge tracking, printing, and distribution

● Track and report phishing simulation participation and distribute top-reporter communications

● Coordinate food truck scheduling and related employee flyers

● Administer the Eyelation safety glasses program

● Maintain PP tracking and related records

● Order and inventory paint samples and fulfill paint sample requests

● Coordinate catalog send-out requests and organize and maintain sample library inventory

● Provide Concur administrative support, including new-user setup and expense-report auditing

● Provide general administrative assistance to employees as needed

● Other duties as assigned

Office Administrator Essentials Skills:

● Must be bilingual in English and Spanish

● Ability to organize and plan

● Ability to prioritize and manage workload

● Ability to work independently and part of a team

● Good verbal and written communication skills

● Have attention to detail and be accurate

● Have flexibility and be able to multi-task

● Strong Organizational Skills

● Be reliable