Bilingual Administrative Assistant

Overview

Bilingual Administrative Assistant Jobs in Germantown, WI at Select Technical Staffing

SUMMARY: The Administrative Assistant role is multi-faceted with a wide variety of responsibility that supports company operations. These responsibilities include office administration, accounts payable, operations support and assisting the company to run in an organized and efficient manner. Successful execution of these responsibilities is an instrumental part of the Company’s success.

PRIMARY RESPONSIBILITIES:

• OFFICE ADMINISTRATION
• SALES/ESTIMATING/ENGINEERING ASSISTANCE
• ACCOUNTS PAYABLE / OPERATIONS SUPPORT
• SAFETY ADMINISTRATION
• COMPANY CELEBRATIONS
• HRIS SUPPORT
• TRANSLATION ASSISTANCE AS NEEDED

OFFICE ADMINISTRATION:

· Greets and ensures that all visiting customers and vendors sign in/out, providing assistance and direction as necessary, and makes proper safety gear available.

· Utilizes company knowledge to support the specific needs and unique attributes of customers and understands the key people involved in site visits and walk-throughs.

· Updates TV sign when needed.

· Assists with incoming and outgoing deliveries, directing and communicating with vendors and recipients.

· Shows ownership of reception and incoming phone calls. Answers phones professionally, directing callers to the appropriate person, ensuring all messages are delivered. Ensures there is phone coverage at all times, including during meetings and lunch time. Carries portable phone when away from desk.

· Prepping and organizing office space for new employees.

· Maintains and distributes employee phone list, ensuring all extensions are appropriately labeled and set up for new hires and terms.

· Opens, screens, and distributes mail, flagging important documents and deadlines; facilitates outgoing mail.

· Monitors the common areas of the office and makes sure they are neat and organized at all times. Common areas include the entry & reception areas, kitchen, copy room area, and conference room.

· Coordinates maintenance services for office equipment, as required, including vending machine and water cooler, and oversees the cleaning staff and function. Works with service techs and cleaning staff to resolve problems quickly.

· Maintains office filing and record-keeping systems in an orderly and efficient manner.

· Works with HR generalist to maintain security procedures for employees and customers, including workday and off-hours access to office, plant, mold shop, and yard areas.

· Along with Accounting Specialist orders and maintains a proper level of office supplies, including PPE, making cost effective purchases. Keeps all storage areas neat and orderly.

· Renews registrations for all company vehicles online and maintains individual vehicle files, including insurance verification, maintenance history, and other pertinent information.

· Facilitates process for monitoring employee driving records, CDL testing, etc.

HR SUPPORT

· Translates Spanish/English in documents, systems, meetings on a regular basis.

· Utilizes and develops AI in completing daily tasks, focusing on how you can use it to build efficiencies in your work position.

· Utilizes the iSolved system to maintain all employee data in an accurate, efficient, and timely manner.

· Works with HR Generalist to assist in recruiting activity. May include coordination of interviews, resume reviews, and job postings.

· Along with the HR Generalist trains new employees on iSolved software.

· Assists with the Open Enrollment administrative process, creating and collecting employment enrollment sheets.

· Along with HR Generalist coordinates Termination Checklist for accuracy. Accounting Specialist will handle terminations in the payroll system.

· Oversees PTO/Vacation allotments and record keeping, ensuring request procedure is being used appropriately by all employees and managers.

· With HR Generalist and Accounting Specialist, facilitates company celebrations and employee engagement activities, using creativity to drive employee motivation.

· Facilitates and tracks Service Award Program; creates certificates, facilitates purchase of rewards.

· Assists HR Generalist with compliance processes as needed, such as annual distribution of W-2, 1095-C documents, annual compliance notices, i.e., Medicare, Chips, BC Reconstruction Act, etc.

SALES/ESTIMATING/ENGINEERING ASSISTANCE

· Coordinates arrangements for customer visits and “Lunch & Learn” presentations.

· Works on marketing projects as assigned.

· Provides general administrative assistance to the Sales/ Estimating/ Engineering team.

PRODUCTION / ACCOUNTS PAYABLE / OPERATIONS SUPPORT

· Separates and mails vendor checks and files check stubs with paid invoices in AP file, matches receipts to employee credit card statements.

· Matches daily invoices to packing slips and PO’s.

· Facilitates AP processes, vendor invoices, scope includes:

o Filing purchase orders/packing slips

o Check invoice email box, print new invoices.

o Review AP vendors AP statements.

o Matching invoices to packing slips when appropriate

o Distributes invoices for approval prior to entering into Sage

o Entering invoices into Sage

· Copies and enters all Gator delivery tickets in monthly usage spreadsheet by material.

· Backs up accounting functions as needed.

· Along with HR Generalist oversees Time System in iSolved, time clock maintenance and usage, training, and ensuring all timecards are accurate on a daily basis. Produces daily reports and sends to management daily. Makes corrections as necessary.

· Assists with copying, filing, and providing other administrative support to management and other team members as needed.

SAFETY AND WORK ENVIRONMENT

· Keeps safety environment and housekeeping as a #1 priority for the workplace and all employees.

· Along with the HR Generalist ensures all SDS materials are up to date and accurate.

· Assists Safety Director with administrative support as needed.

· Assist Safety Director as needed to provide Toolbox Talks to managers in the Plant, Yard and Mold Shop; maintains yearly binder.

· Ensures we have an adequate supply of safety gear (hats, vests, & glasses) for employees, temporary workers, and visitors.

· Supports Safety Program as needed.

COMPETENCIES NECESSARY FOR SUCCESS

LEADERSHIP:

· Leads by example with confidence, authority, and positivity.

· Takes full ownership of all job responsibilities, committing to longer hours when needed.

· Identifies and solves problems, holding self and others accountable for results.

· Perseveres in accomplishing tasks, meeting all deadlines.

· Shows commitment and is a strong team player.

· Shows a sense of urgency in getting results.

· Uses a “money on the mind” approach when making purchasing decisions.

ATTENTION TO DETAIL:

· Achieves thoroughness and accuracy when accomplishing work, multi-tasking efficiently in a busy work environment.

· Provides accurate and consistent details on all work; work requires little or no checking.

· Has excellent time management and organizational skills.

· Effectively utilizes a variety of tools, including checklists, schedules, or calendars to ensure that details and deadlines are not overlooked.

CONTINUOUS IMPROVEMENT:

· Reviews processes, looking for ways to improve quality, efficiency, and effectiveness.

· Looks for ways to reduce duplication of effort in and between departments.

· When issues arise, investigates beyond the symptoms to uncover root causes of the problem.

· Looks objectively at how things have been done in the past to ensure processes and results continue to be relevant and add value.

· Works as part of the team to drive and build a fun, motivating, and sustainable work culture.

COMMUNICATION:

· Communicates at a high level; uses professional writing and speaking skills to correspond with others, both internally and externally.

· Possesses a high level of interpersonal skills, while effectively communicating with customers, visitors, and employees at all levels of the company.

· Communicates openly and honestly, using good listening skills and promoting an open exchange of ideas.

· Treats others with respect, earning their respect in return.

INTEGRITY:

· Exhibits a strong moral and ethical personal character.

· Stands up for what he/she believes in.

· Can be trusted with sensitive and confidential information.

· Delivers on all commitments

PERSONAL / PROFESSIONAL DEVELOPMENT

· Utilizes every possible opportunity to grow and learn.

· Takes ownership of own learning and development.

· Stays current with latest technologies, industry trends, and developments in his/her job.

· Is open to constructive criticism without becoming defensive.

Pay: $25.00 – $27.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Parental leave
• Retirement plan
• Tuition reimbursement

Work Location: In person

Title: Bilingual Administrative Assistant

Company: Select Technical Staffing

Location: Germantown, WI

Category: