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Bilingual Administrative Assistance
Reports to: Office Manager
Job Summary:
The Bilingual (English/Spanish) Administrative Assistant is a highly detailed-oriented, reliable individual who takes pride in accuracy, organization and follow-through. The Administrative Assistant will be responsible for supporting the Maintenance Team and other departments as needed. The position requires knowledge of Microsoft Word, Excel, Outlook and Quickbooks. Familiar with Aspire Software is preferred. The Administrative Assistant will work to ensure accuracy and deadlines are met. Proficiency and attention to detail is critical as well as managing multiple tasks without losing accuracy.
Duties/Responsibilities
Office and Maintenance Team:- Strong skills in Excel, Word, Outlook and Quickbooks (minimum of 2 years)
- Enter and manage data with speed and accuracy
- Maintain clean, organized digital files and records.
- Manage email and scheduling via Outlook
- Build and update spreadsheets and reports in Excel
- Prepare and edit documents (Adobe/PDFs)
- Support project managers and office team
- Communicate clearly with employee owners in English/Spanish
Customer Interaction:- Manage incoming calls for the office and serve as first contact.
- Communicate with clients, team members and/or vendors
- Understand and explain invoices and/or account balances to clients
Office Equipment and Operation:- Operate computer and any general office equipment
- Automatic calculator 10-key by touch is required
Documentation and Reporting:- Basic understanding of accounting functions and recordkeeping such as Quickbooks
- Familiar and understand Accounts Payable/Receivable
- Maintain a positive and motivating work environment to maximize team performance.
Other duties may apply and as requested.
Required Skills/Abilities:
- Good verbal communication skills in English and Spanish.
- Strong attention to detail
- Proficiency in Excel, Outlook, Word and Quickbooks
- Ability to manage multiple tasks and meet deadlines without losing accuracy.
- Ability to work efficiently, thoroughly and follow directions.
Qualifications:
- High school diploma or equivalent; relevant certifications
- Minimum of 2-3 years of experience in Excel, Word, Outlook and Quickbooks
- Background in construction or landscaping industry is preferred
- Aspire Software experience is preferred
- Strong Bilingual communication and customer service skills
- Ability to work independently and as part of a team
- Valid driver’s license (with a clean driving record)
- Ability to lift and carry up to 20 pounds
- Satisfactory back ground check
Physical Requirements:
- In person position and ability to start work at 6:30 am
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