Bilingual-Administrative Specialist

Position Overview

The Bilingual Administrative Specialist is a structured support role responsible for providing consistent administrative execution across the business. This position plays a key role in keeping daily operations organized, ensuring follow-through on tasks, and supporting communication across departments.

This role does not own processes or outcomes but is critical in maintaining organization, tracking priorities, and ensuring nothing falls through the cracks.

Key Responsibilities

Administrative & Office Support

• Greet visitors and manage front office communications
• Answer and route phone calls professionally
• Handle mail, deliveries, and general office coordination
• Maintain organized filing systems (digital and physical)
• Assist with reports, documents, and internal communications

Interdepartmental Support

• Support communication across departments
• Track open items, action steps, and follow-ups
• Maintain visibility of outstanding tasks and deadlines
• Escalate unclear direction or blockers to leadership

Office Operations & Supplies

• Monitor and maintain office supply inventory
• Process purchasing requests as needed
• Ensure shared office spaces remain organized and functional

Device & Asset Tracking

• Maintain logs of company-issued devices and equipment
• Assist with onboarding and offboarding equipment
• Coordinate with IT for setup, troubleshooting, and repairs

Vendor Coordination

• Communicate with vendors and schedule services
• Assist with purchase orders and order tracking

Scheduling & Coordination

• Coordinate meetings, trainings, and internal events
• Prepare agendas and document meeting notes
• Support onboarding coordination for new hires

Working Style & Expectations

• Follows structured processes and established SOPs
• Highly organized with strong attention to detail
• Keeps tasks tracked, visible, and up to date
• Escalates issues rather than working around them
• Demonstrates strong follow-through and reliability
• Communicates proactively and clearly

Qualifications

• Associate’s Degree in Business Administration or related field (or equivalent experience)
• 1–3 years of administrative or office support experience preferred
• Strong organizational and time management skills
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Ability to manage multiple priorities in a fast-paced environment
• Bilingual (English/Spanish) required
• Experience in construction, manufacturing, or operations is a plus