Bilingual Administrative Assistant

We are seeking a bilingual (Spanish/English) Administrative Assistant / Receptionist to join a well-established company with 50+ years of stability. This is a contract-to-hire role paying $18-$22/hour, offering a consistent Monday-Friday, 7:00 AM - 3:30 PM schedule. You'll serve as the face of the office, supporting front desk operations, managing calls and visitors, and assisting with administrative and basic HR functions.

The ideal candidate has 2+ years of administrative or receptionist experience, strong organizational skills, and the ability to thrive in a fast-paced environment. If you're detail-oriented, professional, and enjoy providing excellent customer service while supporting day-to-day office operations, we encourage you to apply.

Job Description

This role combines front desk reception, administrative support, and basic human resources assistance to ensure smooth daily operations. The Administrative Assistant / Receptionist greets visitors, manages incoming calls, supports time and attendance tracking, and maintains accurate records and documentation. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced office environment.

Responsibilities

+ Greet and assist visitors in a professional, courteous, and friendly manner, ensuring a positive first impression.

+ Answer, screen, and direct incoming phone calls to the appropriate personnel or department.

+ Manage the front desk area and maintain a welcoming, orderly, and professional reception environment.

+ Monitor and record employee attendance and punctuality, ensuring accurate and timely data entry.

+ Assist with payroll processing by providing accurate time and attendance information.

+ Respond to employee questions and inquiries related to attendance and timekeeping.

+ Support human resources activities by assisting with onboarding new employees, including preparing materials and scheduling orientations.

+ Maintain and update employee records, ensuring data accuracy and confidentiality in the HRIS system.

+ Manage scheduling, coordinating times and communicating with relevant staff.

+ Organize and maintain filing systems, both electronic and paper, to ensure easy retrieval of information.

+ Prepare, format, and distribute internal communications and announcements as needed.

+ Use Microsoft Excel to create, update, and maintain spreadsheets for tracking employee attendance, schedules, and other relevant data.

+ Generate reports from spreadsheets and HR systems for management review and decision-making.

+ Perform general clerical and administrative tasks, including data entry, email correspondence, and calendar support.

+ Handle sensitive information with discretion and maintain strict confidentiality at all times.

Essential Skills

+ Proven experience as an administrative assistant, receptionist, or in a similar clerical or front desk role.

+ Proficiency in Microsoft Office Suite, with strong skills in Microsoft Excel for data tracking and reporting.

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Experience with clerical tasks, including data entry, filing, and document management.

+ Strong organizational skills with a high level of attention to detail.

+ Excellent communication and interpersonal skills for interacting with visitors, employees, and leadership.

+ Ability to multitask, prioritize responsibilities, and manage time effectively in a fast-paced environment.

+ Ability to maintain confidentiality and handle sensitive information with discretion.

+ Comfort using email and calendar tools, including Outlook or similar applications.

+ Ability to manage a front desk and provide professional reception and administrative support.

Additional

Skills & Qualifications

+ High school diploma or equivalent; additional education in office administration or a related field is a plus.

+ Bilingual proficiency is preferred; candidates should be able to specify the languages they speak.

+ Familiarity with HRIS systems is preferred and considered an asset.

+ Experience providing administrative support to HR functions, including onboarding and record maintenance.

+ Background in front desk reception within an office environment.

+ Demonstrated ability to produce accurate spreadsheets and reports in Excel.

+ Strong customer service orientation and a professional demeanor when dealing with visitors and employees.

Job Type & Location

This is a Contract to Hire position based out of Tulsa, OK.

Pay and Benefits

The pay range for this position is $18.00 - $22.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:  - Medical, dental & vision
- Critical Illness, Accident, and Hospital  - 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and…