Bilingual Administrative Assistant – Office & Scheduling

Merchants Building Maintenance Company; Hayward (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Merchants Building Maintenance Company is seeking an Administrative Assistant to support office operations, scheduling, data entry, and client communications. This bilingual role (English/Spanish) helps ensure smooth daily workflows and professional correspondence.

You will manage calendars, coordinate meetings, prepare documents, and assist with payroll data entry. The position offers a dynamic, family‑like environment with opportunities to grow.

Qualifications

• Bilingual English/Spanish proficiency required.
• Experience in office administration and data entry.
• Payroll data entry experience is a plus.

Responsibilities

• Office management and organization.
• Order and maintain office supplies and equipment.
• Organize and maintain filing systems, both physical and electronic.
• Manage office schedules and appointments.
• Ensure the office environment is clean, organized, and functional.
• Answer and direct phone calls, emails, and other correspondence.
• Screen calls, take messages, and forward information to relevant team members.
• Draft, proofread, and send official correspondence, reports, and memos.
• Handle inquiries from clients, customers, or other external parties.
• Write letters and emails on behalf of other office staff.
• Provide assistance to employees and colleagues with their inquiries.
• Coordinate and schedule meetings, conferences, and appointments.
• Book and arrange travel logistics, including booking transportation and accommodations.
• Manage and update executive calendars and prioritize appointments.
• Prepare presentations, reports, and spreadsheets.
• Create and maintain documents such as contracts, invoices, and official records.
• Assist with document revisions, filing, and ensuring proper document storage.
• Data entry and record keeping
• Input, update, and maintain accurate data in computer systems and databases.
• Process forms, applications, and other administrative paperwork.
• Payroll data entry.
• Support for meetings and events
• Organize logistics for meetings, conferences, and events.
• Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
• Assist in event coordination, including catering, room setup, and materials preparation.
• Financial administration
• Assist with budgeting, invoicing, and expense tracking.
• Handle petty cash and process expense reports.
• Support the preparation of financial reports or documents.
• Customer and client relations
• Greet visitors and clients, directing them to appropriate individuals.
• Address basic customer service inquiries.
• Assist

Skills

Bilingual English/Spanish

Office administration

Data entry

Payroll data entry

Scheduling & calendar management

Job description

Merchants Building Maintenance Company is seeking an Administrative Assistant to support office operations, scheduling, data entry, and client communications. This bilingual role (English/Spanish) helps ensure smooth daily workflows and professional correspondence.

You will manage calendars, coordinate meetings, prepare documents, and assist with payroll data entry. The position offers a dynamic, family‑like environment with opportunities to grow.