Bilingual Administrative Assistant

Aston Carter•Tampa, FL

1d•$24 - $25•Onsite

About The Position

This bilingual administrative assistant role combines human resources support with purchasing coordination, providing broad exposure to both people operations and core business functions. You will support a diverse workforce, handle a variety of administrative tasks, and play a key role in keeping daily operations running smoothly. This position is ideal for someone who is detail-oriented, highly organized, and enjoys managing a wide range of responsibilities in a fast-paced environment.

Requirements

Bilingual proficiency in Spanish and English, with the ability to communicate clearly and professionally with a largely Spanish-speaking workforce.
At least 2 years of office administrative experience, preferably supporting human resources and/or purchasing functions.
Proven experience providing administrative support, including clerical tasks, document management, and coordination of multiple priorities.
Experience in human resources administrative support, such as handling employee records, onboarding, and basic HR processes.
Experience in purchasing-related support, including creating purchase orders, reviewing invoices, and maintaining purchasing data.
Strong proficiency with Microsoft Office products and the MS Office suite, including Word, Excel, and Outlook.
Accurate data entry skills with strong attention to detail and the ability to maintain high levels of accuracy in records and reports.
Customer service experience, with the ability to interact professionally and helpfully with employees, vendors, and internal stakeholders.
Ability to work onsite 5 days per week in a fast-paced office environment.
Strong organizational and time management skills, with the ability to handle interruptions and prioritize tasks effectively.

Nice To Haves

Experience working in environments that blend HR and purchasing responsibilities is highly beneficial.
Experience in clerical and administrative assistance within an industrial or operations-focused setting is an advantage.
Comfort working with a diverse hourly workforce and supporting individuals with varying levels of familiarity with HR processes.
Ability to maintain professionalism, confidentiality, and composure when handling sensitive employee information and situations.
Strong interpersonal skills, with an approachable and helpful demeanor and the ability to build trust with employees and colleagues.
Interest in developing a career in human resources, administration, or operations support, with a desire to learn and grow.
Ability to follow established procedures while also identifying opportunities to improve processes and efficiency.

Responsibilities

Provide day-to-day human resources support for a diverse hourly workforce, including Spanish-speaking employees, by answering questions and assisting with HR-related needs.
Process payroll and review timekeeping records for accuracy, ensuring that hours, overtime, and pay details are correctly captured.
Maintain accurate and up-to-date employee records while safeguarding confidentiality and complying with internal policies.
Coordinate onboarding and orientation for new hires, including preparing and collecting new hire paperwork and ensuring all documentation is complete.
Ensure compliance with company policies and employment regulations by following established procedures and supporting HR compliance initiatives.
Support benefits administration by assisting employees with benefit-related questions and directing them to appropriate resources when needed.
Manage employee status changes, including hires, terminations, and leaves, and ensure that all changes are properly documented and processed.
Prepare employment verifications and standard HR documentation in a timely and professional manner.
Track attendance, paid time off, and other employee records, and maintain accurate logs and reports.
Support employee relations by addressing basic employee concerns and escalating issues as appropriate.
Coordinate background checks, drug screens, and other onboarding requirements to ensure all pre-employment steps are completed.
Assist with HR audits, reporting, and compliance tasks by gathering data, organizing documentation, and supporting follow-up actions.
Support purchasing activities for materials, supplies, and services needed for operations.
Create and process purchase orders in company systems, ensuring all information is accurate and complete.
Review invoices for accuracy, pricing, and coding, and work to resolve discrepancies as they arise.
Enter and maintain purchasing data, including vendor information and order details, in the appropriate systems.
Ensure accurate cost coding and project allocation for purchases to support proper budgeting and reporting.
Communicate with vendors and internal teams to resolve issues, clarify requirements, and support timely delivery of goods and services.
Assist with inventory coordination and supply tracking to help maintain adequate stock levels for operational needs.
Track approvals and purchasing requests, following up as needed to keep orders moving through the process.
Ensure vendors follow company purchasing procedures and standards.
Provide general administrative and clerical support, including data entry, document preparation, and customer service for internal and external stakeholders.
Collaborate closely with leadership and office staff to support daily operations and contribute to a well-organized, efficient front office.