Administrative Assistant Bilingual

About the role

We are seeking a reliable and detail‑oriented bilingual (Spanish and English) Administrative Assistant to support the day‑to‑day operations of our landscaping business. The role provides administrative and clerical support to various departments, handling data entry, document management, scheduling, and general office coordination.

Responsibilities

• General Administrative Support: Assist with general office tasks, including answering phone calls, responding to emails, and handling correspondence.
• General Administrative Support: Greet visitors and direct them to the appropriate personnel or department.
• General Administrative Support: Maintain and update filing systems, both physical and electronic, ensuring documents are organized and easily accessible.
• General Administrative Support: Order and maintain office supplies, equipment, and inventory.
• Data Entry and Documentation: Accurately enter data into various systems and databases, ensuring data integrity and completeness.
• Data Entry and Documentation: Prepare and maintain various documents, reports, and spreadsheets.
• Data Entry and Documentation: Assist in the creation and formatting of documents, presentations, and proposals.
• Data Entry and Documentation: Proofread and edit documents for grammar, spelling, and formatting.
• Scheduling and Coordination: Schedule appointments, meetings, and events for staff members and clients.
• Scheduling and Coordination: Coordinate and arrange travel arrangements, accommodations, and itineraries as required.
• Scheduling and Coordination: Prepare meeting agendas, materials, and minutes as necessary.
• Scheduling and Coordination: Assist in coordinating internal and external communications, including conference calls and video conferences.
• Client and Vendor Support: Assist in responding to client inquiries, providing information, and directing them to the appropriate departments or personnel.
• Client and Vendor Support: Maintain client and vendor contact lists, ensuring accuracy and updating information as needed.
• Client and Vendor Support: Assist in preparing and distributing client and vendor communications, such as contracts, invoices, and purchase orders.
• Client and Vendor Support: Follow up with clients and vendors to ensure timely completion of tasks and resolve any issues or concerns.
• Record Keeping and Reporting: Assist in maintaining accurate records, including financial records, invoices, and receipts.
• Record Keeping and Reporting: Prepare and maintain reports, such as expense reports, timesheets, and project tracking reports.
• Record Keeping and Reporting: Assist in compiling data and preparing presentations or reports for management review.
• Record Keeping and Reporting: Support the accounting team in organizing and reconciling financial documents as necessary.
• Office Management Support: Assist in coordinating office activities and ensuring smooth daily operations.
• Office Management Support: Maintain office cleanliness and organization, including common areas and conference rooms.
• Office Management Support: Assist in coordinating office maintenance and repairs.
• Office Management Support: Support HR initiatives, such as employee onboarding, document preparation, and personnel file management.

Requirements

• Bilingual Spanish and English required
• High school diploma or equivalent; additional certification or relevant coursework is a plus
• Proven experience (2+ years) as an administrative assistant or in a similar role
• Proficient computer skills, including Microsoft Office Suite (Excel and Outlook specifically) and basic knowledge of office equipment
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Excellent attention to detail and accuracy in data entry and record‑keeping
• Strong verbal and written communication skills
• Ability to maintain confidentiality and exercise discretion
• Strong problem‑solving and decision‑making abilities
• Ability to work independently as well as collaboratively in a team environment