Office Assistant (Bilingual English/Spanish)

Ultimate Staffing is searching on behalf of a growing commercial roofing company for a Bilingual Office Assistant to support daily office operations, customer service activities, administrative functions, and employee support initiatives. This role is ideal for someone who enjoys working in a fast-paced environment, wears multiple hats, and takes pride in keeping an office organized and running efficiently.

Reports To: Office Manager
Classification: Non-Exempt

Position Summary

The Office Assistant is responsible for performing a variety of administrative, clerical, customer service, and office support duties to ensure the smooth day-to-day operation of the office. This individual will serve as a key point of contact for customers, employees, and visitors while supporting office administration, reporting, scheduling, billing, and onboarding activities.

Essential Duties & Responsibilities

Responsibilities include, but are not limited to:

• Greet visitors and provide exceptional customer service.
• Answer incoming phone calls and emails; direct inquiries to the appropriate team members.
• Maintain office supply inventory and place orders as needed.
• Organize and maintain physical and electronic filing systems.
• Coordinate schedules, meetings, and calendars.
• Draft correspondence and other business documents.
• Enter and approve employee timesheets on a daily basis.
• Prepare, update, and distribute daily and weekly reports.
• Assist with project-related documentation and planning activities.
• Support billing and invoicing processes and assist with collections activities.
• Conduct research and gather information for upcoming projects.
• Open, manage, and close work orders while generating related reports.
• Provide Spanish/English translation support during safety trainings, orientations, and employee communications.
• Assist with new hire paperwork, onboarding activities, and employee record management.
• Create employee badges and maintain personnel documentation.
• Perform additional administrative and operational duties as assigned.

Qualifications

• Strong proficiency with computers, office technology, and general office equipment.
• Intermediate proficiency in Microsoft Office Suite.
• Strong data entry and typing skills.
• Excellent verbal and written communication skills.
• Outstanding customer service and interpersonal abilities.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Bilingual English/Spanish required.

Education & Experience

• High school diploma or equivalent required.
• Minimum two years of administrative, office support, customer service, or related experience.
• Experience supporting HR, payroll, billing, construction, service, or field operations environments is a plus.

Physical Requirements

• Ability to sit, stand, walk, and communicate throughout the workday.
• Frequent use of hands for computer and office equipment operation.
• Ability to occasionally lift and move office supplies and materials up to 20 pounds.

Work Environment

• Full-time, in-office position.
• Collaborative and team-oriented workplace supporting field and office operations.

Benefits

Our client offers a competitive benefits package, which may include:

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability coverage
• 401(k) with company match
• Paid time off
• Paid holidays
• Performance-based bonus opportunities

Pay: Competitive and based on experience.

Schedule: Full-Time, In-Office

Ultimate Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status, age, or any other protected status.