Receptionist, Administrative Support Associate - Bilingual Spanish

Job Description

Job Description

The Administrative Assistant plays a critical role in supporting seamless operations across departments and is primarily responsible for front desk duties. Responsibilities include coordinating communications and workflow, preparing documents and meeting materials for department heads, managing phone inquiries, processing outgoing mail, tracking departmental expenses, and assisting with meeting logistics.

Duties and Responsibilities:

• Assist with phone calls to affiliates and external partners, ensuring accurate information capture and maintenance. Relay messages, transfer calls, and provide general information to callers and visitors.
• Supports other Front Desk Administrative Assistants with processing outgoing mail for all departments using a mail sorter. Track departmental postage usage, prepare monthly usage reports, sort and deliver incoming mail, and manage daily faxes.
• Coordinate workflow between departments, ensuring proactive communication and timely updates.
• Conduct follow-up calls with external partners to complete missing surveys, schedules, and monthly reports.
• Works with a number of department heads to assist with the preparation and implementation of procedures, document control, and coordination of communication as needed.
• Track and process purchase orders, reconcile budgets, sort incoming checks, and calculate daily receipts for Accounting.
• Collaborate with the Finance team to process invoices and check requests.
• Place orders for office supplies and business cards, and prepare presentations for various departments as assigned.
• Schedule FedEx or UPS shipments, ensure timely parcel retrieval and notify the Director of Administration of any backlog.
• Provide clerical support such as scanning, copying, sorting, and filing.
• Assist with meeting preparations including room arrangements, food ordering, and materials.
• Oversee guest arrivals with Facility Attendants and security staff, manage check-in procedures, distribute visitor badges, ensure visitors acknowledge and adhere to safety procedures before entering the facilities, and keep the visitor log updated.
• Performs other such duties as may be assigned by supervisors, managers, and the Director of Administration. Duties and responsibilities are subject to change based on business needs

Skills and Qualifications:

• Two or more years of administrative assistant experience in a nonprofit or social services organization is preferred; or a combination of education and experience.
• Able to manage and handle a high volume of phone calls efficiently and effectively, maintaining professionalism and quality of service throughout each interaction.
• Fluency in both English and Spanish is required .
• Two or more years of vocational or college-level education are highly desired
• Provide support to 2 facilities as needed.
• Proficient knowledge of Google Suite and Microsoft Office, particularly Excel . Experience or knowledge of accounting principles is preferred.
• Demonstrates professional, respectful, and courteous conduct in all interactions. Collaborates effectively with others toward common goals, presenting a professional demeanor.
• Communicates accurately, honestly, supportively, and promptly with department and interdepartmental team members. Demonstrates strong planning, time management, and interpersonal skills.
• Self-starter who can work with minimum supervision. Works effectively under pressure to meet established goals and objectives.
• Possesses strong problem-solving and organizational abilities. Actively participates in departmental operations and engages in performance improvement activities.
• Demonstrates personal integrity, exceptional problem-solving, and organizational abilities. Participates in operational aspects of the department, and maintains/participates in continuous improvement activities within the department.
• Passion for the community and commitment to serve others.

Work Environment:

• Office