Bilingual Administrative Assistant

Action Inc.; Needham Corner (MA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Paid Time Off

Holidays

Life Insurance

AD&D

Long Term Disability

EAP

403(b) with generous match after first

Job summary

Action Inc. in Needham, MA seeks a Bilingual Administrative Assistant to support the Energy Department with clerical tasks and exceptional client service. This role involves handling intake, scheduling, invoicing, and data entry while maintaining confidential files.

You will work under the Administrative Manager, liaise with Spanish-speaking clients, prepare reports, and use Microsoft Office and cloud-based PM tools to keep operations running smoothly in a collaborative environment.

Qualifications

• Must be fluent in Spanish.
• Three years of office/administrative experience.
• Excellent written and verbal communication.
• Strong computer and Microsoft Office skills.
• Ability to maintain confidentiality.
• Legal authorization to work in the United States.

Responsibilities

• Customer intake & eligibility screening for Action Inc. and Statewide Energy Efficiency Services
• Manage schedules and calendars
• Process invoicing for vendor payments and National Grid production reporting
• Provide customer support throughout the process of energy efficiency measures delivery
• Maintain electronic client files to ensure confidentiality, accuracy, and completion
• Prepare data collection for reports as requested by program managers and directors
• Assist in tracking of program data through various local and cloud-based project management systems
• Create Excel and Word documents that contain calculation formulas, mail merge, design, etc.
• Coordinate with network partners to process client referrals between the market rate and income eligible sectors
• Respond to phone calls and emails, communicating respectfully and productively
• Attend and participate in departmental, organization-wide, and other meetings
• Act in the best interest of the organization, reflecting the values of teamwork, collaboration, and mutual respect
• Other duties as assigned

Skills

Fluent Spanish

Microsoft Office

Outlook

Customer service

Written and verbal communication

Detail oriented

Organizational skills

Excel

Tools

Microsoft Word

Excel

Web-based PM systems

Data entry

Job description

Are you organized, detail-oriented, and great at multitasking? Do you thrive in a fast-paced, collaborative environment and enjoy supporting teams and clients with strong administrative and customer service skills?

We want to meet you!

Join our team as an Bilingual Administrative Assistant in the Energy Department. In this role, you'll help keep operations running smoothly by performing a variety of clerical and administrative tasks and providing exceptional service to Action Inc.'s clients.

Job Summary:

The Bilingual Administrative Assistant will ensure complete access to available resources for Spanish speaking clients. Under the supervision of the Administrative Manager, the Bilingual Administrative Assistant also facilitates the efficient operation of the Energy Department by performing a variety of clerical and administrative tasks, and by providing exceptional customer service to Action Inc.'s clients.

Hours:

Full Time, 35 Hours/week, Monday - Friday, 8:30 AM to 4:30 PM, NON-EXEMPT

Benefits:

• Medical
• Dental
• Vision
• Paid Time Off
• Holidays
• Life Insurance
• AD&D
• Long Term Disability
• EAP
• 403(b) with generous match after first year

Duties/Responsibilities:

• Customer intake & eligibility screening for Action Inc. and Statewide Energy Efficiency Services
• Manage schedules and calendars
• Process invoicing for vendor payments and National Grid production reporting
• Provide customer support throughout the process of energy efficiency measures delivery
• Maintain electronic client files to ensure confidentiality, accuracy, and completion
• Prepare data collection for reports as requested by program managers and directors
• Assist in tracking of program data through various local and cloud-based project management systems
• Create Excel and Word documents that contain calculation formulas, mail merge, design, etc.
• Coordinate with network partners to process client referrals between the market rate and income eligible sectors
• Respond to phone calls and emails, communicating respectfully and productively
• Attend and participate in departmental, organization-wide, and other meetings
• Act in the best interest of the organization, reflecting the values of teamwork, collaboration, and mutual respect
• Other duties as assigned

Required Skills/Abilities:

• Must be fluent in Spanish
• Excellent computer skills
• Effective customer service skills
• Excellent written and verbal communication skills
• Detail-oriented and strong organizational skills
• Proficiency in web-based project management systems, Microsoft suite, and Outlook preferred
• Ability to comply with pre-employment background check and drug screen
• Must be legally authorized to work in the United States. Employment eligibility will be verified through E-Verify upon hire

Education and Experience:

• Three years office/administrative experience

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift, move and carry up to 15 pounds

Background, criminal and drug screening