Administrative Assistant / Receptionist

JTS•Caldwell, ID

About The Position

Essential Functions Summary: The Bilingual Administrative Assistant - Reception will perform routine administrative functions like providing information to callers, scheduling meetings, organizing, and maintaining files and databases, and operating various office equipment. This position will create a warm welcoming environment that allows us to deliver the best customer experience to employees and customers that walk in every day. Accountabilities: Greeting visitors, answering any inquiries, and creating a welcoming environment Answering phone calls and directing the caller to the appropriate personnel, department, or voicemail to ensure all calls are addressed Ensure phones are turned on at 8:00am and placed in “night” or “holiday” mode at 4:30pm Make sure conference rooms are stocked and clean, prep them for meetings Organizing and maintaining files and databases in a confidential manner Receiving deliveries; sorting and distributing incoming mail Scheduling appointments, meetings, or reservations as needed Maintaining office supply inventory by checking stock to determine inventory level, anticipating needed supplies, and placing or expediting orders for supplies Operating office equipment such as fax machines, printers or phone systems and arrange for repairs when equipment malfunctions Maintaining breakroom supplies, coffee, creamer, sugar, etc. Assist with company credit card process, input receipts to system Run company errands, lunch groups, supply runs, etc. Assist with onboarding and offboarding processes (e.g., new hire paperwork, exit checklists) Help maintain accurate employee records and HR files Assist with answering high level employee questions regarding various benefits and/or directing employees to the respective parties Coordinate employee engagement activities and internal communications Help ensure compliance with company policies and applicable labor laws Other job-related responsibilities as assigned as trained for and qualified to do

Requirements

High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
2+ years of administrative experience, with at least 1 year of exposure to HR tasks.
Familiarity with HR processes and confidentiality standards
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic HR systems.
Strong communication, interpersonal, and organizational skills.
2+ years of office work related experience
Strong organizational and multitasking skills
Proficient knowledge of MS Excel, MS Word, MS PowerPoint, and MS Outlook and other database applications
Excellent verbal and written communication skills
Ability to maintain confidentiality and handle sensitive materials
Excellent customer service skills
Strong degree of attention to detail
Bilingual (English/Spanish) required; candidates must be able to read, write, and speak both languages fluently.

Nice To Haves

Associate’s or Bachelor’s degree preferred

Responsibilities

Greeting visitors, answering any inquiries, and creating a welcoming environment
Answering phone calls and directing the caller to the appropriate personnel, department, or voicemail to ensure all calls are addressed
Ensure phones are turned on at 8:00am and placed in “night” or “holiday” mode at 4:30pm
Make sure conference rooms are stocked and clean, prep them for meetings
Organizing and maintaining files and databases in a confidential manner
Receiving deliveries; sorting and distributing incoming mail
Scheduling appointments, meetings, or reservations as needed
Maintaining office supply inventory by checking stock to determine inventory level, anticipating needed supplies, and placing or expediting orders for supplies
Operating office equipment such as fax machines, printers or phone systems and arrange for repairs when equipment malfunctions
Maintaining breakroom supplies, coffee, creamer, sugar, etc.
Assist with company credit card process, input receipts to system
Run company errands, lunch groups, supply runs, etc.
Assist with onboarding and offboarding processes (e.g., new hire paperwork, exit checklists)
Help maintain accurate employee records and HR files
Assist with answering high level employee questions regarding various benefits and/or directing employees to the respective parties
Coordinate employee engagement activities and internal communications
Help ensure compliance with company policies and applicable labor laws
Other job-related responsibilities as assigned as trained for and qualified to do