Job Posting: Administrative Associate

Bilingual (English/Spanish) is required for this role.

Highly organized, and adaptable Administrative/Office Assistant to support daily office operations, customer service, facilities coordination, and administrative HR and Safety functions. This role plays a critical part in maintaining efficient workflow across departments and ensuring a professional, safe, and well-organized workplace. The ideal candidate thrives in a fast-paced manufacturing and service environment, is detail-oriented, bilingual, tech-savvy, and capable of managing multiple priorities with minimal supervision.

Key Responsibilities

Customer Service & Communication

• Answer phones, respond to emails, and provide Team support for warehouse, field, and office staff.
• Maintain professional company image and help set standards for this site.

Office Administration

• Scan, file, and organize physical and digital records
• Maintain accurate and accessible filing systems
• Order and replenish office supplies
• Prepare reports, data entry, and general clerical duties
• Assist with meetings, events, and promotional materials

Facilities & Building Coordination

• Coordinate building services including HVAC, cleaning, and maintenance vendors
• Schedule service providers and address minor facility issues
• Escalate larger maintenance or safety concerns appropriately

Human Resources Support (Under Direction of Director of Operations)

• Assist with onboarding paperwork, new hire documentation, and employee files
• Maintain confidential personnel records and ensure documentation is current and compliant
• Track training completions, certifications, and compliance requirements
• Support timekeeping records and assist with administrative payroll documentation as needed
• Help coordinate interviews, orientations, and employee communications
• Distribute company policies, notices, and procedural updates to staff

Safety & Compliance Support (Under Direction of Director of Operations)

• Coordinate scheduling and tracking of safety meetings and training sessions
• Maintain safety training logs, sign-in sheets, and documentation
• Assist with distributing PPE and maintaining inventory of safety supplies
• Support inspections of office/warehouse for housekeeping and general safety compliance
• Help communicate safety procedures and reinforce company safety standards
• Assist with incident reports and documentation when needed

General Support

• Adapt to new tasks and shifting priorities as business needs evolve
• Assist multiple departments with administrative and operational needs
• Perform other duties as assigned

Required Qualifications

• Bilingual (English/Spanish)
• Strong customer service and communication skills
• Excellent English verbal and written communication
• Highly proficient in Microsoft Office programs
• Tech-savvy and comfortable learning new systems
• Strong organization and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Professional, dependable attendance and punctuality

Preferred Qualifications

• Experience in office administration, customer service, or scheduling roles
• Experience supporting HR and/or safety compliance activities
• Knowledge of sports facilities or construction/manufacturing environments
• College degree or equivalent experience

Personal Attributes

• Professional, friendly, and approachable
• Self-motivated and proactive
• Responsible, ethical, and trustworthy with confidential information
• Coachable and eager to learn
• Team-oriented with a positive attitude