JOB SUMMARY: The Office Assistant is responsible for assisting in a variety of administrative and clerical tasks. Duties include providing support to the HR Administrator and assisting in daily office needs.
RESPONSIBILITIES
* Provide general support to employees, foreign and domestic
* Liaise with HR Administrator on TN program
* Help with new hire orientations and documents
* Manage calendars, make travel arrangements, prepare reports, and handle information requests in Spanish and English
* Ideal candidates are proactive, diligent, and manage their tasks with a high level of accuracy
* Provide administrative support to executive staff
* Prepare reports, memos, invoices, letters, and other documents
* Operate office equipment, such as fax machines, copiers, or phone systems
* Arrange for notification for repairs and maintenance on rentals
* Translate documents and facilitate communication for staff in designated languages
* Help with the safety program documentation
* Print safety manuals and handbooks
* Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling safety meetings
* Transfer data from hard copy to digital databases (HBIU, Metafarms, Excel, etc.)
REQUIREMENTS
* High-level verbal and written communication skills
* Proven work experience as an office assistant or similar role
* Bilingual: Proficient in English and Spanish preferred but not required
* Excellent MS Office knowledge
* Outstanding organizational and time management skills
* Discretion and confidentiality
* Individual must be dedicated, goal-oriented, motivated, and able to work effectively as a team member
* Positive, friendly, and respectful demeanor at all times
* Regular, consistent attendance is required, with flexibility in hours a plus
* Keen observation skills to find and accomplish what needs to be done
* Working knowledge of office equipment
PHYSICAL REQUIREMENTS
* Ability to lift, move, or carry up to 50 pounds with reasonable accommodation
* Ability to sit, stand, walk, push, pull, bend, kneel, and squat for extended periods of time on varied surfaces, and capable of being on their feet for up to 10 hours a day
QUALIFICATIONS
* High School diploma or GED or an associate’s degree or administrative training
* Valid Driver’s License
* Smartphone capabilities such as texting, using the internet, running apps such as translator apps, and other features in designated languages
* Must be able to adapt and learn quickly on the job
* Must be able to prioritize and keep on task with limited direct supervision
HBI reserves the right to make any necessary changes to this job description and to request that the Office Assistant perform additional duties as the need arises. These additional requests will be reasonable and respectful of the Office Assistant’s time.
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