Bilingual Office Admin (Part-Time)

Description:
The Bilingual Office Coordinator plays a crucial role in ensuring the smooth operation of the office and business environment. The role of the Bilingual Office Coordinator typically includes a range of administrative and organizational tasks, emphasizing multitasking, communication, and problem-solving skills. In addition to managing office communications and procedures you will also provide direct support to the team.

An excellent office coordinator is, above all, an organized and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. The Bilingual Office Coordinator usually works at the front desk of the office where they can oversee general activities.

You will interact with guests and visitors, providing them with the information needed to connect them to the team member they’re looking for. The Bilingual Office Coordinator also manages meeting rooms and arranges for any AV equipment that someone needs to run a meeting. You will carry out operational procedures for everyone, including but not limited to, receiving proper correspondences, mail and packages, check out office equipment, request additional supplies and submit tickets for maintenance and repairs.

Key Responsibilities:

• Administrative Support: Manage office correspondence, including phone calls, emails, and mail distribution. Draft and proofread documents, reports, and memos as needed.
• Office Management: Maintain office supplies, equipment, and inventory, ensuring everything is adequately stocked and operational. Coordinate maintenance and repairs with vendors or building management.
• Calendar and Scheduling: Schedule meetings, appointments, and travel arrangements for staff or executives. Maintain conference room booking and coordinate with other departments for shared resources.
• Customer Service: Serve as the primary point of contact for visitors and guests, providing a welcoming and professional reception experience. Address customer inquiries and resolve issues or direct them to the appropriate personnel.
• Recordkeeping and Documentation: Organize and maintain office files, records, and databases. Ensure compliance with company policies and legal requirements.
• Event Coordination: Assist in planning and coordinating office events, meetings, or training sessions, including logistics, catering, and setup.
• Team Support: Support team activities by coordinating with other departments, arranging for necessary resources, and assisting with special projects.
• Financial Tasks: Assist with basic financial tasks such as processing invoices, tracking expenses, and managing petty cash.
• Technology Support: Coordinate with IT support to ensure office technology, such as computers, printers, and phones, is functioning properly. Help troubleshoot basic technical issues.

Qualifications/Skills

• Language: must be FULLY bilingual in both English and Spanish
• Education: An associate’s or bachelor’s degree in business administration, office management, or a related field is preferred.
• Experience: Prior experience in office coordination, executive administration, or a similar role is desirable.
• Skills: Strong organizational and multitasking abilities. Excellent communication and interpersonal skills. Proficiency in office software such as Microsoft Office Suite or Google Workspace.
• Personal Attributes: Ability to work independently and as part of a team. Adaptability to changing priorities. Strong problem-solving skills and a proactive approach to tasks.
  
  Additional Information: The office coordinator may need to lift or move office supplies and equipment, so moderate physical activity might be part of the job.
  
  Overall, the office coordinator serves as the backbone of an office environment, ensuring that day-to-day operations run smoothly and efficiently.

PART-TIME 10AM to 2PM