Bilingual Front Desk Office Administrator

Job Description

Job Description

Bilingual Front Desk Office Administrator 

Temp to Hire
Pay: $26.00 - $28.00 per hour

Hours; Monday - Friday, 7:30 AM - 4:30 PM 

In-Office

Summary: 

• Front Desk & Office Administrator serves as the first point of contact for our client serving customers, dealers, and employees throughout the United States, Canada, Mexico, China, and other countries.
• This is a senior-level administrative position responsible for the professional operation of the front desk and day-to-day office needs. The position requires exceptional organizational skills, strong attention to detail, professional communication, and the ability to independently identify and resolve problems.
• The position has a broad range of responsibilities, including answering and directing telephone calls, greeting visitors, coordinating meetings and interviews, managing conference rooms, ordering office supplies, preparing reports and presentations, maintaining Excel tracking systems, reconciling office expenses and credit card transactions, supporting recruiting activities, coordinating office maintenance, and assisting management and employees with administrative needs.
• The ideal candidate will have a minimum of 10 years of office/administrative experience, preferably as an Administrative Assistant, Office Administrator, Executive Assistant, or similar position with significant Front Desk responsibilities.
• Spanish language skills are required due to regular interaction with customers, dealers, and employees from Mexico.

Responsibilities:

• Manage the Front Desk, incoming calls, visitors, mail, and general office needs.
• Answer, screen, and direct calls to the appropriate department.
• Schedule meetings, interviews, and Teams meetings using Outlook.
• Coordinate conference and training rooms, catering, and meeting setup.
• Maintain office supplies, reception area, breakroom, and office equipment.
• Coordinate office repairs, HVAC, maintenance, and cleaning services.
• Maintain PTO/vacation schedules and employee/contact lists using Excel.
• Track candidates, interviews, appointments, expenses, and office budgets using Excel.
• Reconcile office credit cards and expenses using Excel and Concur.
• Prepare management reports and presentations using Excel and PowerPoint.
• Draft business letters, notices, flyers, and U.S. visa invitation letters using Word.
• Use Word Mail Merge for holiday cards and invitations.
• Maintain and update organizational charts using Visio.
• Manage the timecard system for payroll; training provided.
• Book travel arrangements as needed.
• Provide administrative support to HR, management, and other departments.
• Identify opportunities to improve office processes and resolve problems.
• Perform other administrative duties as needed.
• May cross train to perform other duties

REQUIRED SKILLS

• 10+ years of administrative office experience.
• Advanced Excel skills.
• Advanced Outlook skills, including calendar management for multiple participants.
• Strong Microsoft Word, PowerPoint, Teams, and Visio skills.
• Excellent organizational and problem-solving abilities.
• Professional telephone and customer service skills.
• Ability to work independently and manage multiple priorities.
• Bilingual Spanish required