ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

The hiring company is a professional organization that operates within a multi-location setting, providing administrative and operational support to various properties under its management. The company is dedicated to maintaining high standards of professionalism and efficiency across its offices and manages a workforce that requires coordinated administrative assistance to ensure smooth operations. This establishment values clarity, prompt communication, and streamlined administrative processes, which are fundamental to its success across all contracted properties. The company strongly emphasizes bilingual communication, especially Spanish and English, reflecting its diverse employee base and operational locations. The employment type is full-time with standard office hours from 8:30 am to 5:30 pm, including a 30-minute lunch break. The role of Administrative Assistant is integral in supporting the Area Managers and local teams by executing various clerical and project-based tasks effectively.

The Administrative Assistant will serve as the backbone of the administrative framework underlying the company's district-level management. This position requires an individual who can multitask efficiently between clerical responsibilities, payroll coordination, new hire onboarding, communications management, and facilitating interactions between employees and management. The assistant acts as a first point of contact, managing office inquiries, greeting visitors, and handling sensitive correspondence. Given the bilingual nature of the environment, the assistant will often translate important documents and communications, particularly related to security training and employee concerns, ensuring all employees clearly understand company policies and procedures. Maintaining punctual payroll processes is a critical function, encompassing data entry of new hires, attending to manual payroll adjustments, distributing paychecks, and rectifying any payroll discrepancies. Additionally, the role involves managing incident reports in coordination with human resources, scheduling medical appointments when necessary, and liaising efficiently with property managers across locations. The assistant will also be responsible for general office task execution such as photocopying, faxing, and filing, as well as handling package deliveries and supply orders. Flexibility to occasionally work extra hours is expected to meet project deadlines or support payroll on paydays. This position requires a candidate with good judgment, professionalism, strong communication skills, and a customer-oriented attitude to uphold the company image positively. Proficiency in Microsoft Office suite, particularly Outlook and Excel, along with intermediate typing skills, is preferred to meet the demands of daily computer-based administrative work. Possession of a valid driver license is mandatory due to the nature of tasks that may require travel between properties. Ultimately, the role demands a highly organized, detail-oriented individual capable of supporting multiple managers and employees while maintaining the smooth function of daily administrative operations.