Administrative Specialist

The job:
The Admin Specialist will be responsible for providing administrative support by handling clerical duties, information tracking, personnel management, and third party vendor relationships. They will work closely with Management and HR. In order to be successful in this position you should be detail-oriented, professional and have excellent written and verbal communication skills.

Responsibilities: 

Office Management

• Manage incoming and outgoing correspondence, including emails, packages, and phone calls
• Greet and direct visitors, ensuring a professional and welcoming environment
• Maintain a clean and organized office space
• Order and manage office supplies, tracking inventory and budget

Human Resources Support

• Assist with employee onboarding, including paperwork, benefit enrollment, and orientation scheduling
• Coordinate training sessions and maintain training records
• Support recruitment efforts by scheduling interviews 
• Maintain accurate and up-to-date personnel files

Vendor Management

• Manage relationships with third-party vendors for building maintenance and personnel-related services
• Negotiate contracts and ensure timely payment of invoices
• Conduct regular performance reviews of vendors

Event Planning

• Organize company events, team-building activities, and staff lunches
• Coordinate logistics, including venue selection, catering, and equipment rentals
• Manage event budgets and post-event evaluations

Reporting and Documentation

• Prepare and submit reports, presentations, and other documents as required by management
• Maintain accurate records of all administrative activities
• Create and update standard operating procedures for administrative tasks

Project Support

• Conduct research for various projects as assigned by leadership
• Assist in the implementation of new administrative systems and processes
• Provide administrative support for special projects and initiatives

Requirements

• 2+ years of experience in an administrative or office manager role
• Must be bilingual in English and Spanish
• Proficiency in Microsoft Office Suite and other relevant software
• Excellent time management and organizational skills
• Strong problem-solving abilities and attention to detail
• Exceptional written and verbal communication skills
• Self-motivated with a proactive approach to work
• Ability to handle confidential information with discretion
• Proven track record of meeting and exceeding performance goals

Benefits

• Annual Bonus
• Paid Time Off (PTO);
• Company covered health, dental, vision, and life insurance;
• 5% 401(k) match plus an additional 4%;
• Wellness Credit
• Employee store credit;
• Company sponsored events;
• Fun team-building activities.