Office Administration - Bilingual Spanish

We are seeking a highly organized and customer-focused Bilingual Office Administrator with strong front office experience to serve as the first point of contact for our organization. This role is responsible for managing daily administrative operations, delivering outstanding customer service, supporting order processing functions, and assisting internal teams. The ideal candidate is fluent in both Spanish and English, detail-oriented, and thrives in a fast-paced office environment.

Key Responsibilities

Front Office & Customer Service

• Greet and assist visitors, clients, and vendors in a professional and welcoming manner
• Answer and route incoming calls in both Spanish and English
• Respond to inquiries via phone, email, and in-person communication
• Maintain a clean, organized, and professional reception area

Administrative Support

• Perform general office duties including filing, scanning, and data entry
• Maintain and update records, databases, and appointment schedules
• Coordinate meetings, calendars, and conference room bookings
• Assist with document preparation, reports, and correspondence

Order Processing & Entry Support

• Accurately enter customer orders into company systems
• Review orders for completeness and accuracy before processing
• Coordinate with sales, warehouse, or operations teams to ensure timely fulfillment
• Track order status and provide updates to customers as needed
• Resolve order discrepancies, issues, or customer concerns in a timely manner
• Maintain organized records of all order transactions

Operations & Coordination

• Manage office supplies inventory and place orders as needed
• Support internal departments with administrative tasks
• Handle incoming and outgoing mail and deliveries
• Ensure compliance with office procedures and policies

Bilingual Communication

• Translate documents and communications as needed (Spanish English)
• Assist Spanish-speaking clients with forms, questions, and processes

Qualifications

• Fluent in Spanish and English (required)
• 2+ years of office administration, order entry, or front desk experience
• Strong customer service and interpersonal skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with order entry systems, ERP, or CRM platforms preferred
• Strong organizational and multitasking abilities
• Professional demeanor and positive attitude
• High attention to detail and confidentiality