Job Description

Job Description:

Position: Office Administrator

Employment Type: Part-Time

Work Arrangement: On-site, depending on business needs

Languages: English and Spanish (Bilingual)

Reports To: Operations Manager or Senior Management

Position Summary

We are seeking an organized, detail-oriented, and dependable Part-Time Office Administrator to support daily office operations, administrative activities, and basic financial processes. The successful candidate will help maintain accurate records, coordinate communications, process invoices, organize documentation, and ensure the smooth functioning of routine office activities.

The ideal candidate will be comfortable using Microsoft Office applications, have basic bookkeeping knowledge, and communicate effectively with English- and Spanish-speaking employees, customers, vendors, and business partners.

Key Responsibilities

1. Office Administration

• Manage day-to-day administrative tasks and maintain organized office records.
• Handle incoming emails, correspondence, and routine inquiries.
• Maintain digital and physical filing systems for invoices, contracts, purchase orders, and other business documents.
• Schedule meetings, coordinate appointments, and assist with meeting preparation.
• Order office supplies and coordinate with vendors and service providers as needed.
• Assist with preparing letters, reports, presentations, and other business documents.

2. Basic Finance & Bookkeeping Support

• Process vendor invoices, customer invoices, expense reports, and purchase orders.
• Maintain accounts payable and accounts receivable records.
• Track payments, outstanding invoices, and customer follow-ups.

3. Data Entry & Reporting

• Maintain and update spreadsheets, databases, and internal tracking systems.
• Prepare routine administrative, expense, and invoice status reports.
• Verify data for accuracy and completeness.
• Track pending approvals, payments, documents, and administrative tasks.
• Assist management with compiling information for periodic business reports.

4. Bilingual Communication

• Communicate with English- and Spanish-speaking employees, customers, vendors, and business partners.
• Respond to routine inquiries and assist with written correspondence in both languages.
• Translate basic business communications, forms, and administrative documents when needed.
• Help ensure clear communication and follow-up between English- and Spanish-speaking stakeholders.

5. General Administrative Support

• Provide administrative assistance to management and other team members.
• Help coordinate onboarding paperwork and maintain employee administrative records, where applicable.
• Maintain confidentiality of company, employee, customer, and financial information.
• Identify opportunities to improve filing systems, office procedures, and administrative efficiency.
• Perform other routine administrative duties as required.

Qualifications & Requirements

• High school diploma or equivalent required; an associate degree or relevant administrative qualification is preferred.
• Approximately 1–3 years of experience in office administration, administrative assistance, bookkeeping support, or a similar role.
• Fluency in both English and Spanish, including written and verbal communication.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Familiarity with accounting software such as QuickBooks or similar systems is preferred.
• Basic understanding of invoices, expense tracking, accounts payable, and accounts receivable.
• Strong organizational skills and attention to detail.
• Professional communication skills and a customer-service-oriented approach.
• Ability to manage multiple tasks, meet deadlines, and work independently with appropriate guidance.

Schedule & Work Environment

• Part-time position, approximately 15–25 hours per week.
• Flexible working hours may be available by mutual agreement.

Key Success Factors

• Accurate and timely completion of administrative tasks and data entry.
• Well-organized and up-to-date business records.
• Timely processing and tracking of invoices, expenses, and payments.
• Professional communication with internal and external stakeholders in English and Spanish.
• Reliable administrative support that helps daily business operations run smoothly.

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