Admin Assistant - Bilingual (English Spanish)

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Administrative Assistant role encompasses a variety of key responsibilities that include, but are not limited to:

• Professionally and courteously handle all incoming calls, ensuring they are properly directed or addressed.
• Take the lead on DIR reporting as the primary responsibility.
• Provide support to employees and managers by addressing routine questions or concerns.
• Oversee the recruitment process for landscape employees, including screening and interviewing candidates for permanent roles.
• Facilitate the hiring of new permanent employees and coordinate New Hire Orientations, along with onboarding procedures.
• Manage uniform orders and maintain inventory levels for both permanent and temporary staff.
• Track and order office supplies, ensuring the department is adequately stocked.
• Verify employment history for job applicants and maintain applicant records and logs.
• Review and process payroll timesheets with attention to accuracy.
• Manage and update fuel usage reports, invoices, and gas card accounts.
• Handle cell phone and pager activations, along with maintaining related reports and invoices.
• Conduct word processing tasks, including drafting memos, correspondence, reports, and presentations for the department.
• Provide backup support to the receptionist as needed.
• Assist with special projects or additional tasks as requested by management or the organization.
• Input data into departmental systems, including spreadsheets and databases, ensuring records are accurate and up-to-date.
• Organize and manage the distribution of both incoming and outgoing mail.
• Maintain and organize departmental files, coordinating off-site storage when necessary.
• Welcome employees, visitors, and guests in a courteous and professional manner.

Requirements

• Bilingual proficiency in English and Spanish.
• Advanced skills in Microsoft Office applications.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.