Job Description

Job Overview

We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and clients alike. Your energy, attention to detail, and proactive approach will help foster an efficient, welcoming environment. This position offers an exciting opportunity for someone with strong office management skills who thrives in a fast-paced setting and is eager to contribute to our success.

Must Speak Spanish as well

Duties

Manage front desk responsibilities, greeting visitors and clients with professionalism and warmth. Operate multi-line phone systems, handle incoming calls with excellent phone etiquette, and direct inquiries appropriately. Maintain organized filing systems, including digital files using Google Workspace and Microsoft Office applications. Perform data entry tasks accurately using computer literacy skills, including QuickBooks for bookkeeping and financial record keeping. Support calendar management by scheduling appointments, meetings, and coordinating events efficiently. Assist with clerical duties such as proofreading documents, preparing correspondence, and managing mail distribution. Provide customer service support by addressing inquiries promptly and professionally, ensuring a positive experience for all stakeholders. Handle office supply inventory, place orders as needed, and ensure the workspace remains tidy and functional. Support office management tasks including coordinating maintenance requests and ensuring compliance with safety protocols. Contribute to personal assistant duties when required, helping executives with various administrative tasks. Perform light bookkeeping duties such as invoicing, expense tracking, and reconciling accounts using QuickBooks or similar tools. Support specialized roles like medical or dental receptionist tasks when applicable, including patient scheduling and record management.

Qualifications

Proven experience in an office environment with strong clerical skills; prior office management or administrative experience is preferred. Excellent computer skills with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and data entry software. Familiarity with QuickBooks for bookkeeping purposes is highly desirable. Strong organizational skills with the ability to multitask effectively in a fast-paced setting. Exceptional communication skills and professional phone etiquette across multi-line phone systems. Demonstrated customer service experience with a friendly attitude and problem-solving mindset. Ability to handle confidential information discreetly while maintaining accuracy in documentation. Experience in medical or dental receptionist roles is advantageous but not required; relevant personal assistant experience is also valued. Knowledge of office equipment operation including printers, scanners, fax machines, and basic troubleshooting skills. High school diploma or equivalent required; additional certifications in office administration or related fields are beneficial. Join us as an Administrative Assistant where your enthusiasm for organization meets your passion for helping others! Be part of a vibrant team that values your contributions while offering opportunities for growth in a supportive environment dedicated to excellence in service delivery.
Job Type: Full-time

Pay: $20.00 per hour

Work Location: In person