Jobs and Careers

Bilingual Administrative Assistant – Floater

United Statesfull_timeVerifiedPosted 2 Jun 2025

About the role

Long-term employment with opportunities for growthWe offer excellent benefits including:

- 401(K) Retirement Saving Plan w/ Employer Match
- Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)
- Tuition & Certification Reimbursement
- Paid Time Off – (15 Days; prorated before 1st year)
- Parental Leave
- Paid holidays

POSITION SUMMARY: This position is responsible for providing support in the performance of various administrative and clerical duties for the department assigned to. Assignments should be carried out under close direct supervision. To do this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SUPERVISION RECEIVED AND EXERCISED: Receives direct supervision from HR Assistant Manager and functional supervision from Safety Supervisor as needed. Does not exercise supervision over any other position. GEOGRAPHIC REGION:Please note applicants out of the geographic region for position applied will not be considered. QUALIFICATIONS: Required

Must have a minimum of two (2) years of experience in administrative area.

Advanced communication skills in English (read, write and speak).
Intermediate communication skills in Spanish (read, write and speak).
Ability to communicate effectively, professionally, and friendly in a business environment.
Intermediate computer skills (Microsoft Suite – Outlook, Excel, PowerPoint, etc.)
Excellent time management skills with the ability to consistently meet deadlines.
Must possess strong organization and time management skills.

Ability to prioritize, multi-task and work independently with limited supervision.
Strong decision-making skills.
Ability to establish and maintain effective working relationships with vendors and fellow employees.

Ability to work a flexible schedule, extended hours, holidays, and/or weekends as needed.

Preferred

Experience with the following: DOT, FRA, OSHA, USCG, CBP regulations, HAZMAT, Workers Comp., Ergonomics experience a plus

High School diploma or equivalent.

DUTIES AND RESPONSIBILITIES: Primary

Answering and directing phone calls/emergency calls, handling administrative requests, and queries from supervisors/senior managers.

Organizing and scheduling appointments with vendors, planning internal and external meetings, and taking detailed minutes of meetings to include safety committee minutes. Scheduling compliance certification trainings for departmental needs.
Manage digital recordkeeping of invoices, employee files, third party inspections, toolbox meetings, oversight of equipment inspection logs and employee intake logs.
Assisting in the preparation of regularly scheduled reports for fire suppression, environmental, claims, audits, and facility responsibilities while maintaining an appropriate filing system.
Providing general support to visitors and acting as the point of contact for internal and external vendors and state, local and federal officials.
Maintain a clean work area, free of debris or safety hazards and awareness of surroundings (i.e. vehicles, people, equipment, etc.) at all times.