Bilingual Administrative Assistant

Job Title

Bilingual Administrative Assistant

Location

Lakeland, Florida (On-site)

Position Summary

The Bilingual Administrative Assistant provides comprehensive administrative, clerical, accounting, and personnel support for the Lakeland, Florida location. This role serves as a key communication and information conduit between the Florida office and departments based in Hallsville, ensuring accurate, timely, and confidential transfer of operational, financial, and personnel-related information. Fluency in both English and Spanish is essential to support bilingual communication with employees, vendors, and external partners.

Key Responsibilities

Administrative & Clerical Support

• Provide daily administrative support to the Lakeland office, including filing, data entry, document preparation, and correspondence
• Answer phones, manage email communications, and greet visitors in both English and Spanish
• Coordinate calendars, meetings, travel arrangements, and office logistics as needed
• Maintain organized electronic and physical records in compliance with company policies

Accounting & Financial Support

• Assist with basic accounting functions such as invoicing, expense tracking, purchase orders, and reconciliations
• Collect, review, and forward financial documentation to Hallsville accounting departments
• Support payroll coordination by gathering time records, discrepancies, and supporting documentation
• Maintain confidentiality and accuracy when handling financial data

Personnel & HR Support

• Assist with personnel-related tasks including onboarding documentation, employee records, and benefits coordination
• Recruiting experience necessary to help fill the gaps for staffing in this location
• Serve as a bilingual point of contact for employees regarding routine HR questions and documentation
• Collect and transmit personnel files, reports, and updates to Hallsville HR departments
• Support compliance with company policies, procedures, and applicable labor regulations

Inter-Office Coordination

• Act as a liaison between the Lakeland location and Hallsville-based departments
• Funnel operational, financial, and personnel information accurately and on schedule
• Prepare reports, summaries, and status updates for review by management
• Ensure consistent communication and follow-through across locations

Required Qualifications

• Bilingual proficiency in English and Spanish (spoken and written)
• Minimum of 2–3 years of experience in an administrative or office support role
• Demonstrated experience with clerical duties, basic accounting support, and personnel or HR-related tasks
• Strong organizational skills with attention to detail and accuracy
• Proficiency with standard office software (Microsoft Office, document management systems, email platforms)
• Ability to handle confidential information with professionalism and discretion

Preferred Qualifications

• Experience supporting multi-location or remote operations
• Familiarity with payroll systems or HRIS platforms
• Associate degree or equivalent work experience in business administration, accounting, or human resources

Skills & Competencies

• Strong written and verbal communication skills
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor and strong customer service skills
• Self-motivated with the ability to work independently while supporting a broader team

Work Environment

• Office-based position in Lakeland, Florida
• Regular collaboration with Hallsville-based departments
• Standard business hours with occasional flexibility as needed