Administrative Assistant / Receptionist

Essential Functions 

Summary:  

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.2+ years of office work related experience   

• 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 8–10 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. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.