Bilingual Administrative Coordinator

Key Administrative & Operational Responsibilities

• Front Office & Communication Support
• Operate the Yealink T465 switchboard, answer incoming calls, transfer calls, take messages, provide directions, and assist visitors professionally.
• Communicate effectively in both English and Spanish with employees, applicants, visitors, vendors, and customers as needed.
• Maintain visitor sign-in/sign-out records and issue visitor badges while on company premises.
• Assist with conference room scheduling and customer visit coordination, including lunch arrangements and hospitality support.
• Prepare and distribute the daily absentee report (“Call Out Spreadsheet”) to management and supervisors based on the call-out voice message line.
• Administrative & HR Support
• Assist applicants with employment applications and ensure documentation is complete before forwarding to the Human Resources Department.
• Support bilingual communication between employees and internal departments when needed.
• Provide general administrative support to management and internal departments as needed.
• Maintain accurate filing, scanning, and recordkeeping processes.
• Purchasing & Office Supply Coordination
• Receive incoming packages and coordinate distribution with the appropriate departments.
• Maintain office supply inventory and place supply orders as needed to ensure adequate stock levels for all locations.
• Create purchase orders for approved office and operational supplies when requested by management.
• Maintain purchasing and supply tracking spreadsheets and records.
• Document Control & Production Support
• Maintain Engineering Change Notice (ECN) documentation, assign ECN numbers, and track revised and new prints.
• Process and maintain Process Control documentation for warehouse and production records.
• Scan and organize documentation into company databases for recordkeeping purposes.
• Support Order Entry and other departments with documentation, print entry, and data entry tasks when needed.

Qualifications & Experience

• Candidates should possess some or all of the following qualifications:
• A high school diploma or GED is required.
• Bilingual in English and Spanish is preferred.
• Previous experience in administrative support, office coordination, customer service, or manufacturing office environments is preferred.
• Basic computer proficiency is required.
• Experience with Microsoft Office applications, spreadsheets, and document management systems is preferred.
• A professional appearance and demeanor are required.

Skills & Competencies

• Candidates should possess some or all of the following skills and abilities:
• Bilingual verbal and written communication skills (English/Spanish) are essential.
• Strong organizational and multitasking skills are required.
• Professional communication and phone etiquette are important.
• Strong written and verbal communication skills are necessary.
• An attention to detail and accuracy are crucial.
• The ability to prioritize tasks in a fast-paced environment is important.
• A customer service mindset and welcoming attitude are beneficial.
• The ability to maintain confidentiality and professionalism is essential.
• Strong teamwork and interpersonal skills are desirable.
• The ability to work independently and support multiple departments simultaneously is valuable.