Administrative Assistant/Executive Assistant Position Available In [Unknown county], Florida

TECHNICAL SKILLS

Must Have Administrative/Executive Support biligual spanish and english Front Desk Receptionist Good communication skills Microsoft Office Microsoft Outlook Team player with good organizational skill and time management Nice To Have bachelor degree desirable Job description detailed attached

JOB DESCRIPTION

Administrative Assistant/ Executive Assistant 5

Position Summary:

Responsible for the daily maintenance of all incoming calls to the main switchboard. Maintains and coordinates the daily functions and secretarial support across the entire office. Ensures the correct functioning of facilities, office and/or business support services.

Primary Duties and Responsibilities:

• Maintains office supplies inventory and orders supplies as needed in accordance with set supplies budgets.
• Maintains office attendance records and compiles and distributes weekly itinerary.
• Responsible for facilities maintenance guaranteeing proper working conditions.
• Maintains IT items supplies to guarantee work conditions for employees at the office .
• Responsible as administrator on the BCD Travel platform to assist staff with travel arrangements.
• Notarizes letters and documents for office staff; sends documents to consulates for legalization and/or Department of State to issue apostille.
• Responsible for annual renewal of business licenses and certificates
• Responsible for maintaining records retention database, purging all documents no longer within filing period and ensuring all departments are educated on proper way of storing and filing all types of records.
• Reconciles purchasing credit card account monthly.
• Sends monthly corporate credit card statements to the Mexico staff and once received send expense reports to FDL to process payment.
• Supports the unit’s HR Business Partner onboarding of new employees and other HR-related tasks when is necessary.
• Collect incoming mail from the mail kiosk every morning and distribute mail accordingly.
• Provide administrative support in day-to-day office operations.
• Provide secretarial/administrative support as needed to the other departments on selected administrative tasks
• Take care of all outgoing office mail related to communications using appropriate carriers
• Contact service providers as needed
• Scan all closed files along with their corresponding Acceptance of Responsibility letter into the Export Documentation Database and enter data into the Integration Point Export Doc system
• Create labels for completed order files; files RTL letters into binder and sends a copy by email to the freight

Knowledge, Skill and Ability Requirements:

• Verbal and written skills are necessary to communicate effectively with all levels of the organization and with our customer network.
• Excellent organization and follow-up skills.
• Ability to pay close attention to detail.
• Proficient in Microsoft Office to include Word, Excel and PowerPoint.
• Skills related to performing multifaceted tasks in conjunction with day-to-day activities. Education and Experience Requirements
• Bachelor’s degree or equivalent college-level studies.
• Minimum 3-8 years’ experience on administrative and/ or secretarial activities
• Must be bilingual, English-Spanish.

Volt is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Volt is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please call (866) -898-0005. Please indicate the specifics of the assistance needed. Volt does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C.

• 1324b.

The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws. PDN-9f31f279-c770-4c4e-8283-5232bb0d25ce