Administrative Assistant- Billingual

Job Description

Job Description

Description:

Position Summary:

The Administrative Assistant plays a vital role in supporting the day-to-day operations at Caring for People Services. Serving as the welcoming face of the Omaha Home Office, this position ensures that all visitors, clients, and staff receive professional, courteous, and efficient assistance. The role requires bilingual proficiency in English and Spanish, strong organizational skills, and the ability to manage multiple administrative priorities while maintaining a positive, service-oriented attitude.

Key Responsibilities:

Front Desk and Client Experience:

o Greet and check in all visitors and clients with professionalism and warmth; create and maintain a visitor log.

o Answer and direct phone calls, transferring to appropriate departments and relaying messages promptly.

o Prepare visitor badges, name tags, and meeting materials as needed.

o Provide Spanish translation support for calls, messages, and documents

o Support new hire onboarding by preparing welcome packets, workstations, and orientation logistics.

Administrative and Team Support:

o Maintain and update shared front desk folders and binders with instructions for office systems, ensuring continuity when staff are out.

o Maintain an up-to-date digital and printed staff contact sheet or office directory.

o Create and distribute internal announcements, memos, and reminders for meetings or deadlines.

o Assist in preparing materials, slides, and reports for monthly meetings or leadership presentations.

o Support staff culture initiatives, recognition efforts, and internal celebrations.

Office and Facility Management:

o Oversee cleanliness and organization of the front desk, lobby, conference rooms, and common areas.

o Manage supply inventory for the office, breakroom, and restrooms; reorder as needed and track in Excel.

o Sort, distribute, and prepare incoming/outgoing mail and packages (USPS, UPS, FedEx, etc.).

o Manage the office calendar, including scheduling meetings and reserving conference rooms

o Test and maintain office equipment (printers, phones, etc.) and report repair or maintenance needs.

o Coordinate with building vendors (cleaning, HVAC, water, security) to ensure service quality.

o Test and maintain office equipment (e.g., printers, phones); promptly report maintenance or repair needs.

o Serve as the maintenance liaison for the administrative building and schedule recurring inspections.

o Compile monthly summaries of supply expenses for submission to the COO.

Additional Responsibilities:

o Assist with internal audits, documentation, and reporting as needed.

o Maintain organized digital file systems and ensure accessibility of key records.

o Draft communications for holidays, office closures, or company events as needed.

o Collect, scan, and file documents as needed.

o Provide billing and scheduling support when necessary.

o Promote a positive and inclusive workplace culture aligned with CFPS's mission and values.

• High School diploma or equivalent (associate's degree is preferred.)

• Minimum 2+ years' work experience as a Receptionist, Front Office Representative, or similar role.

• Strong communication, customer service, and organizational skills.

• Excellent communication, interpersonal, and organizational skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Ability to multitask, prioritize, and manage competing deadlines independently.

• Ability to handle confidential information with discretion and professionalism.

• Strong attention to detail and record-keeping skills.

• Ability to handle confidential information with professionalism and discretion.

• Self-starter with a proactive and solutions-oriented approach.

• Bilingual in Spanish and English (required).

• Hours are Monday through Friday 8:00am-5:00pm