Bilingual Office Manager

PRO EM National Event Services; Richmond (CA); On-site; USD 37,000 - 44,000; Full time

Job summary

PRO EM National Event Services in California seeks a Bilingual Office Manager to represent the company with professionalism, answering calls and coordinating administrative tasks to keep events running smoothly. This role requires fluent Spanish, strong interpersonal skills, and the ability to manage quotes, contracts, and inquiries while supporting sales and operations.

The position demands reliability and proactive communication in a fast-paced environment to ensure client satisfaction and

Qualifications

• Bilingual in Spanish is required.
• Strong people-focused approach and liaison with event contributors.
• Problem-solving and creativity in a fast-paced environment.
• Excellent oral and written communication.
• Experience in a busy, high-pressured setting.
• Proactive and show initiative.
• Familiar with Word and Excel.

Responsibilities

• Answer customer phone calls with superb customer service and professionalism.
• Assist with preparing quotes, contracts and RFPs.
• Serve as primary contact for PRO EM clients.
• Maintain documentation and track labor data for projects.
• Support Sales and Operations with accurate administration of estimating and ordering services.
• Manage office supplies and travel arrangements.
• Assist payroll entry and allocate hours to jobs.

Skills

Bilingual Spanish

People skills

Problem-solving

Creativity

Excellent communication

Initiative

Tools

Microsoft Word

Microsoft Excel

Job description

Job Summary

The Bilingual Office Manager represents the company at the highest level of professionalism by answering customer phone calls with superb customer service ensuring that each customer feels completely satisfied and valued. PAY: $27.00 - $32.00 PER HOUR

Responsibilities

• Protect integrity of the estimating process by ensuring that all estimates accurately reflect the appropriate operational, delivery and equipment costs.
• Assist the Account Executives with customer relations and support of lead generation activities.
• Serve as one of the primary call-in contacts for potential and existing PRO EM clients.
• Assist in preparation of quotes, contracts and RFP’s.
• Makes equipment adjustments.
• Manages inventory transfers between branches.
• Subject-matter expert to perform activities related to point-of-rental (POR) system.
• Responsible for the Administrative side of Operations to include opening and closing contracts, all edits, entering in-house equipment orders in POR and assist with contract fulfillment.
• Maintain proper documentation, up to date awareness of company activities, industry trends and regulations.
• Seamlessly support PRO EM Sales and Operations through accurate and efficient administration of estimating and ordering of services.
• Administer processes to ensure complete and correct information is received from Account Executives, Project Managers and Operations Staff.
• Perform job function within the parameters of the Point of Rental (POR) System.
• Confirm estimates with Account Executives to ensure orders are correct, processed and delivered.
• Provide Accounting department with accurate information regarding account receivables/payables and per diems.
• Aid the Purchasing department with sub-rentals, overbooking and inventory control as needed.
• Continually demonstrate excellent interpersonal communication.
• Participate in sales meetings and team activities with division leaders and fellow associates.
• Composes and prepares confidential correspondence, reports and other complex documents as needed.
• Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents.
• Manages office supplies inventory.
• Secures business travel arrangements.
• Compiles and analyzes labor tracking data.
• Creates and review Incident Reports related to Field and Warehouse accidents.
• Assist with payroll entering and allocating hours to various jobs.
• Other duties as assigned.

Requirements

• Bilingual Spanish is a MUST.
• Must have strong people-focused element to this role by liaising with event contributors, venues, suppliers, partners.
• Problem-solving and creativity.
• Experience of working in a busy, high pressured environment.
• Excellent oral and written communication skills.
• Pro-active and show initiative.
• Familiarity of Word and Excel.
• Determination to ensure successful events, willingness to undertake a wide range of tasks to its end.
• Flexibility, working on weekends and evenings.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.