Administrative Assistant Responsibilities 1.

Document Management & Archiving Record Keeping:

Maintain and organize digital and physical files for clients, vendors, and projects, including creating and printing client labels.

Historical Archiving:

Systematically organize and archive vendor invoices and financial records from previous years.

Financial Documentation:

Properly file contracts, purchase orders, receipts, and account statements. 2.

Correspondence, Physical Mail & Reception Mail Management:

Monitor, receive, and organize incoming physical mail, distributing it to the appropriate parties.

Corporate Writing:

Draft official letters, formal notifications, corporate emails, and announcements on company letterhead.

Reception & Phone Coverage:

Answer incoming calls and cover the front desk during lunch breaks or team shifts. 3.

Employee Onboarding & HR Support Employee Onboarding:

Coordinate the signing, verification, and filing of new hire paperwork (Form W-4, Form I-9, ID copies, and direct deposit forms).

Personnel Files:

Create, organize, and maintain individual physical and digital employee files.

Insurance Tracking:

Keep company insurance records up to date, including Workers' Compensation documents and general liability policies. 4.

Office Supplies & Logistics Inventory Control:

Monitor office stationery, supplies, and materials, placing reorders in a timely manner.

Key Skills & Qualifications:

Bilingual Communication:

Fluent in both written and spoken English and Spanish. Organization & Attention to

Detail:

Strong organizational skills, keen attention to detail, and the ability to prioritize tasks efficiently.

Proactivity & Reliability:

Punctual, dependable for front desk coverage, and proactive in managing daily mail and correspondence.

Job Type:

Full-time Job Type:

Full-time Pay:

$18.00 - $20.00 per hour

Benefits:

Paid time off

Work Location:

In person