Bilingual Admin Assistant / Receptionist

Key Responsibilities: Reception & Visitor Services Welcome and assist visitors, consultants, vendors, and external stakeholders. Serve as the first point of contact for the office and provide a professional, welcoming experience. Answer, screen, and direct telephone calls and general inquiries. Coordinate visitor access, parking registration, meeting room arrangements, and temporary badges. Maintain visitor logs, reception calendars, and front-desk schedules. Notify staff when visitors arrive and ensure guests are properly directed or escorted. Monitor the reception email inbox and respond to routine inquiries. Receive, sort, log, and distribute incoming mail, packages, and deliveries. Coordinate outgoing shipments with appropriate service providers. Maintain an organized, clean, and well-stocked reception area. Administrative Support Provide general administrative assistance to office staff. Schedule meetings, appointments, conference calls, and other office activities. Prepare, edit, format, and distribute correspondence, reports, presentations, and other documents. Maintain electronic and physical filing systems. Assist with document management, records retention, and information retrieval. Maintain accurate administrative records and complete assigned follow-up activities. Office Operations Monitor office supplies and coordinate replenishment as needed. Track office inventory and administrative supplies. Coordinate with vendors, building management, cleaning teams, and service providers. Assist with office maintenance requests and follow up on outstanding issues. Monitor pantry supplies, including coffee, tea, water, disposable items, and other kitchen essentials. Help maintain organized and welcoming pantry and common areas. Meeting & Event Support Reserve and prepare meeting rooms. Coordinate catering, audiovisual equipment, materials, and other meeting needs. Assist with visitor, delegation, event, and meeting logistics. Help ensure meeting participants have the information and support they need upon arrival. Travel & Special Projects Assist staff with travel-related administrative tasks. Support preparation of travel documents, itineraries, and logistical arrangements. Assist with local transportation and visitor coordination when needed. Support onboarding and offboarding activities for temporary staff and consultants. Assist with administrative projects and other special assignments as requested.

Qualifications: Required At least 3 years of experiencein reception, customer service, office administration, or administrative support. Experience working in a professional office environment. Strong customer service and interpersonal skills. Excellent organizational and multitasking abilities. Strong written and verbal communication skills. Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams. Ability to work independently, prioritize responsibilities, and maintain confidentiality. English proficiency required. Preferred Bilingual English/Spanish strongly preferred. Associate degree, technical diploma, or equivalent experience in office administration, business administration, hospitality, or a related field. Experience supporting meetings, events, visitors, or office logistics. xsgimln Experience coordinating with vendors, building management, or service providers.