Bilingual Administrative Assistant

Payroll & Data Entry (Primary Focus): 

• Accurately review, verify, and enter large volumes of employee timesheets into payroll systems. 

• Process manual payroll for a large workforce, ensuring compliance with company policies and deadlines. 

• Maintain and update payroll records, ensuring all data is accurately captured, digitized, and stored. 

• Perform high-volume data entry across payroll, billing, and operational systems with exceptional attention to detail. 

• Identify and resolve discrepancies in timekeeping, payroll entries, and billing data. 

• Support payroll audits by maintaining organized and accurate documentation. 

Financial & Billing Support: 

• Assist with invoice processing, expense tracking, and budget monitoring. 

• Ensure billing data is properly coded, allocated, and entered into internal systems. 

• Collaborate with internal teams to ensure accuracy between payroll, billing, and financial reporting. 

Administrative Support: 

• Maintain records of janitorial staff schedules, attendance, and work orders. 

• Prepare reports, memos, and correspondence related to payroll, staffing, and operations. 

• Manage inventory of cleaning supplies and assist with purchase order processing. 

Scheduling & Coordination: 

• Assist with scheduling janitorial staff for daily operations and special projects. 

• Provide support during high-volume onboarding, including answering employee questions and assisting with I-9 completion. 

• Coordinate with vendors for services and supply deliveries. 

Compliance & Documentation: 

• Maintain accurate records for payroll, audits, and compliance requirements. 

• Ensure adherence to company policies, labor regulations, and health & safety standards. 

• Support internal and external audits by organizing and providing required documentation. 

Communication: 

• Serve as a key point of contact for payroll-related inquiries from employees and management. 

• Communicate clearly with team members, vendors, and leadership to resolve issues efficiently. 

• Provide bilingual (Spanish/English) support to frontline staff. 

• High school diploma or equivalent (Associate degree preferred). 

• Bilingual (Spanish & English) required. 

• 1–3 years of experience in administrative support with heavy payroll and data entry responsibil