Administrative Assistant

Job Skills / Requirements

Position Summary

We are looking for a dependable and bilingual (English/Spanish) Administrative Assistant to join our Dallas office. This is a 100% in-office position with required hours of 8:00 AM to 5:00 PM Monday through Friday including a 1-hour unpaid lunch break. Occasional flexibility on the schedule may be permitted with prior management approval. This role is essential to maintaining the efficiency of our operations particularly in the areas of inventory management supply coordination and internal communication.

Key Responsibilities

• Manage incoming phone calls and emails with professionalism and clarity.
• Schedule appointments meetings and maintain calendars when needed.
• Assist the promotional department with data entry and purchases when needed.
• Originate purchase orders (POs) record supplies sold/used and track usage.
• Monitor vendor pricing to ensure cost-efficiency and seek better pricing as needed.
• Maintain organization and accuracy within the inventory department.
• Collaborate with supervisors and account managers to ensure timely and correct supply orders and deliveries.
• Coordinate with the Accounts Receivable (AR) team regarding supply-related billing.
• Communicate with the Senior Accountant during monthly financial closings.
• Greet and assist clients and visitors in a welcoming and professional manner.
• Provide administrative support to management and assist with additional office tasks as needed.

Qualifications

• High school diploma or equivalent required; additional certifications a plus.
• Bilingual proficiency in English and Spanish (written and spoken) is required.
• Previous administrative experience preferred but not required.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office (Word Excel PowerPoint) and office technology.
• Excellent verbal and written communication skills.
• A positive team-oriented attitude aligned with our values.

Additional Information / Benefits

Benefits: Medical Insurance Dental Insurance Vision Insurance