Administrative Assistant - Transportation (Bilingual)

Position Summary

This position involves the responsibility of performing administrative functions that provide support to the department assigned. The candidate will work onsite, in different departments as needed and assigned by the Human Resources personnel. Will also provide assistance to the manager of the department assigned to carrying out general office functions that are routine in nature and are performed in accordance with general work instructions and established office practices, procedures and precedents.

Qualifications

• At least three (3) months of recent administrative work experience.
• Intermediate verbal and written communication skills in English and Spanish, with the ability to communicate effectively in a business environment.
• Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
• Intermediate computer skills in programs such as MS Word, and Outlook, with a basic-intermediate level in Excel.
• High School diploma or equivalent.
• Well-developed interpersonal skills with the ability to interact effectively, with a positive demeanor and high energy, with customers, business associates from Latin America, executives, and the general public.
• Strong time management and organizational skills.
• Must be able to prioritize.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Skilled in composition and preparation of correspondence, reports, minutes, and other written materials with accuracy and reasonable speed.
• Able to perform and prioritize a variety of administrative assignments with minimal supervision.
• Able to follow procedures and instructions.
• Able to report to work onsite and on time on a consistent basis.
• Able to work extended hours, including regular after-hours on-call availability during the week and occasional on-call coverage on weekends to respond to phone calls or work-related requests.

Duties and Responsibilities

• Provides general administrative support to various departments throughout the company, as needed.
• Assists with routine office tasks, data entry, filing, and document preparation to ensure smooth departmental operations.
• Offers flexible support for special projects or events across different teams.
• Requires extended hours, including regular after-hours on-call availability during the week and occasional on-call coverage on weekends to respond to phone calls or work-related requests.
• Adapts to changing priorities and supports areas experiencing high workload or staffing gaps.
• Works in several departments during high season assisting with various administrative duties, as assigned.
• Answers incoming telephone calls and directs them as necessary.
• Delivers messages as necessary.
• Receives and screens all office visitors.
• Scans documents, produces photocopies, and manages correspondence (such as email, postal mail, electronic documents, etc.).
• Prepares reports requested by management, where information may be obtained from a variety of sources.
• Type letters and memoranda with management’s guidance.
• Proofreads documents for grammar edits, obtain necessary signatures and routes appropriately.
• Submits service calls for office machines and building problems that need repair.
• Follows up to ensure issues are addressed in a timely manner.
• Performs additional duties as assigned.

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.
• The employee frequently is required to talk and/or hear.
• The employee is continuously required to sit.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and/or move up to 10 pounds.

Conditions

• Indoors office, controlled temperature environment.
• The noise level in the work environment is usually busy due to open areas and telephones.