Bilingual Administrative Assistant

The Administrative Assistant provides comprehensive administrative, customer service, and accounting support to ensure efficient day-to-day business operations. This role serves as a key liaison between internal teams, clients, vendors, and suppliers while maintaining accurate records, supporting accounting processes, and upholding company policies and ethical standards. The ideal candidate is highly organized, detail-oriented, proactive, and committed to delivering excellent customer service and operational accuracy.
 
Responsibilities:
1. Administrative Support:

• Provide support and assistance with administrative and customer support activities within the business to ensure smooth operations.

• Communicate effectively with office team members, clients, building officials, and suppliers to convey pertinent information and updates.

• Enter and maintain client data in Acculynx, ensuring accuracy and up-to-date information.

• Manage tasks and reminders for office projects in a timely manner to meet deadlines and objectives. Complete Acculynx tasks as assigned.

• Answer incoming calls to ensure that the majority of client inquiries are met with immediate and satisfactory service. Set leads according to appointment setting policy as needed.

• Apply for, track, and follow through on all required permits needed to ensure compliance during the construction phase, including but not limited to building permits and street occupancy permits.
• Ensure permits are closed by scheduling final inspections as needed.

• Create and maintain job costing folders, including spreadsheets and copies of bills for commercial jobs and spec homes.

• Compare bills from vendors and subcontractors to POs and order confirmations to ensure accuracy.

• Ensure a W9 form and current Certificate of Insurance (COI) are on file for all subcontractors.
• Shred confidential paperwork after scanning to maintain data security.

• Subcontractor Setup Process.

• Assist with audits by providing necessary documentation and supporting information as requested.

• Adhere to all company policies, procedures, and business ethics codes to maintain a professional environment and integrity in all financial transactions.

• Complete the vendor rebate process to ensure accurate tracking and reporting of rebates. 

• Manage submissions to the James Hardie website as required for compliance and reporting.

• Request or create Certificates of Insurance when requested by customer.

• Perform other related duties as reasonably assigned by the Business Owner to support the overall operations of the office, including:
• Maintaining the showroom and conference room.
• Managing deposits and errands as needed.
• Maintaining Client Info Spreadsheet to ensure all data is current.
• Stocking the fridge and coffee station to promote a pleasant work environment.
• Tracking vehicle keys to ensure accountability and organization.
• Perform duties outside the scope of this job, provided such duties are consistent with the employee’s skills and qualifications and are in support of the organization’s operational needs. This provision shall not be interpreted to require duties that are unlawful or unethical but may include tasks not directly related to the employee’s primary role when necessary for the effective functioning of the organization.  

• Bilingual – English & Spanish
• Independent work ethic with a professional, positive attitude.
• Ability to organize and manage multiple priorities while working in a fast-paced environment.
• Strong attention to detail with a focus on accuracy in all tasks.
• Strong customer service orientation and ability to foster positive client relationships.
• Excellent interpersonal communication skills for effective collaboration and information sharing.
• Proficient reading, writing, and arithmetic skills for documentation and reporting.
• Excellent verbal and written communication skills, ensuring clarity in all correspondence.
• Desire to continuously learn and innovate regarding products, methods, and processes to enhance work efficiency.
• Experience and proficiency with Microsoft Office applications (Word, Excel, etc.), QuickBooks, Google Apps, and various web technologies is required.

• Adhering to the company dress code (business casual or otherwise specified).
• Presenting a neat, well-groomed, and business-appropriate appearance.
• Avoiding visual elements that may be perceived as inconsistent with the organization’s professional environment.
• We are committed to fostering an inclusive and respectful workplace.