Executive Administrative Assistant

Tecma Baja Services LLC•El Paso, TX

About The Position

The administrative assistant is the first person in charge of greeting the customers/ co-workers and vendors. This role involves maintaining the reception area, breakroom, and supply room, providing clerical support, assisting with lunch orders, and providing accounting and HR assistance.

Requirements

Proficiency in answering phone calls.
Ability to greet guests and manage reception area.
Skill in managing employment applications (English/Spanish).
Attention to detail in ensuring applications are complete.
Ability to maintain a clean and organized reception area.
Capability to maintain stock of breakroom supplies.
Ability to maintain stock of office supplies.
Skill in maintaining an inventory and stock of cleaning supplies.
Proficiency in sorting mail and directing it to the correct departments.
Experience in scanning and depositing checks.
Ability to shred confidential documents.
Skill in mailing documents.
Experience creating FedEx/USPS shipments.
Ability to check and maintain printers/scanners.
Willingness to assist with miscellaneous office tasks.
Ability to file documents and label boxes.
Skill in scanning and submitting expense reports.
Proficiency in printing and scanning documents.
Ability to place lunch orders (online/phone/in person).
Skill in managing food delivery or pick-up.
Ability to set tables and identify meals.
Experience in scanning invoices.
Ability to request invoices from vendors.
Experience in printing checks.
Ability to maintain records of checks.
Skill in scanning and uploading credit card statements.
Skill in scanning and uploading bank statements.
Ability to send checks via mail.
Understanding of check ordering process and lead times.
Ability to oversee checks for timely payment.
Proficiency in processing payroll.
Ability to implement payroll changes as requested.
Skill in separating payrolls using Excel spreadsheets.
Ability to upload paystubs to a server.
Skill in filing payroll and PTO worksheets.
Ability to distribute paystubs.
Skill in requesting funds from the treasurer department.
Ability to retrieve medical invoices from a portal.
Skill in sorting invoices on Excel spreadsheets.
Ability to identify expenses per customer and entity.
Ability to submit expenses to accounting departments.
Ability to submit funds to the treasurer department.
Ability to pay invoices online.

Nice To Haves

Previous experience as an Executive Administrative Assistant.
Bilingual in English and Spanish.
Experience with accounting software.
Familiarity with HR processes.
Strong organizational skills.
Excellent communication and interpersonal skills.
Ability to multitask and prioritize effectively.
Proactive and detail-oriented approach.

Responsibilities

Answering phone calls and filtering them to the appropriate person.
Greeting guests, announcing their arrival, offering refreshments, and preparing for their visit.
Managing employment applications, ensuring they are complete, and submitting them to HR.
Ensuring visitors accessing the warehouse wear safety vests.
Maintaining a clean and organized reception area, ensuring seating is available.
Turning on front TV screens daily.
Cleaning the conference room after visits and meetings.
Adding guest names to the “Welcome” screen in the lobby.
Maintaining stock of breakroom supplies (coffee, tea, snacks, cleaning supplies, etc.).
Brewing coffee if needed before 10 am.
Keeping the office area clean throughout the day.
Maintaining stock of office supplies (paper, pens, folders, binders, etc.).
Maintaining an inventory and stock of cleaning supplies.
Submitting orders for cleaning and coffee supplies 3-5 days before the end of the month.
Sorting and separating mail, opening letters with bills or invoices, and sending them to Accounts Payable.
Scanning and depositing received checks to the corresponding bank account and notifying the accounting department.
Shredding confidential paperwork.
Mailing requested documents, including checks.
Creating FedEx/USPS shipments.
Checking and maintaining printers/scanners, delivering documents, and ensuring they have paper.
Assisting with miscellaneous office tasks as needed.
Filing current year documents into boxes for storage at the end of the year, ensuring boxes are correctly identified and labeled.
Scanning and submitting expense reports to the AP department for reimbursement.
Printing and scanning documents when signatures are requested from other departments.
Deciding on restaurants, placing lunch orders, receiving or picking up food, and setting the table.
Ensuring the kitchen remains clean after lunch.
Scanning invoices and paying some online.
Requesting invoices from vendors if not received via mail.
Printing checks weekly or as requested, maintaining a record, and submitting them to the Accounting department.
Ensuring checks are authorized before printing and filing back-up copies.
Assisting accounting in requesting banking information for vendors.
Scanning and uploading credit card statements to the accounting server and filing them.
Scanning and uploading bank statements and filing them.
Sending out signed checks via mail.
Ensuring checks are stocked and re-ordering custom checks in a timely manner (3 months lead time).
Overseeing loan checks for timely payment.
Processing payroll according to schedule.
Implementing changes and modifications for payroll as requested by the HR Department.
Separating client payroll from IMS payroll using an Excel spreadsheet and submitting to CXC for invoicing.
Uploading paystubs to the HR Server separately per department.
Filing payroll sheets and PTO work sheets in the Payroll binder.
Distributing physical paystubs to HR by Friday morning or upon arrival.
Requesting funds from the treasurer department per entity on a timely basis.
Retrieving medical invoices for all employees from the portal.
Sorting medical invoices on an Excel spreadsheet, identifying expenses per customer and entity.
Submitting groups of expenses to the corresponding accounting department.
Submitting funds to the treasurer department according to schedule for timely payment of medical invoices.
Paying medical invoices online after all processes are met.