Bilingual Operations Assistant

CONCILIO DE ORGANIZACIONES HISPANAS; Philadelphia (Philadelphia County); On-site; USD 42,000 - 52,000; Full time

Job summary

CONCILIO DE ORGANIZACIONES HISPANAS seeks an Operations Assistant to support day-to-day functions, coordinate schedules, manage documentation, and assist with projects. The role requires bilingual English/Spanish communication, strong organizational skills, and reliability in a fast-paced environment.

The position reports to the Director of Operations and involves interacting with internal teams and external partners to ensure smooth workflows, compliance with procedures, and timely execution of

Qualifications

• High school diploma required.
• 2 years of operations or front desk experience.
• Familiar with MS Office, records management, stenography and transcription.
• Fluency in English and Spanish preferred.

Responsibilities

• Operate telephone switchboard and answer or route calls.
• Greet visitors and direct them to destinations.
• Coordinate meetings, prepare agendas, and take minutes.
• Assist in implementing policies and procedures.
• Manage inventories, order supplies, and maintain office organization.
• Prepare reports and presentations for management.
• Support special projects and cross-department communication.
• Data entry and maintain accurate records.

Skills

Creative problem-solver

Excellent communicator

Strong work ethic

Microsoft Office Suite

Attention to detail

Bilingual English/Spanish

Project management

Time management

Customer service

Education

High school diploma

Tools

Stenography

Transcription

Data entry systems

Job description

The Bilingual Operations Assistant plays a vital role in supporting the day-to-day functions of Concilio by ensuring efficient operations and facilitating communication between departments. Reporting to the Director of Operations, this position involves a variety of administrative and operational tasks designed to enhance workflow, improve productivity, and maintain organizational standards. The Operations Assistant is responsible for coordinating schedules, managing documentation, assisting with project management, and providing exceptional support to both internal teams and external partners.Duties and Responsibilities:• Operate telephone switchboard to answer, screen, or forward calls, provide information, taking messages, or scheduling appointments.• Greet people enter establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.• Assist in the implementation of operational policies and procedures to ensure smooth business processes.• Coordinate meetings, prepare agendas, and take minutes to ensure effective communication across teams.• Efficiently prioritize tasks and project needs and deadlines and operate with unwavering accountability for tasks and projects.• Perform data entry and maintain accurate records in various systems to support ongoing projects and initiatives.Accurately review and approve inventory purchase requests• Liaise with various departments to gather information, track progress, and facilitate communication between teams.• Assist in the preparation of reports, presentations, and other materials as requested by management.• Help manage inventory, order supplies, and maintain office organization to support efficient operations.• Participate in special projects and initiatives to improve operational efficiency.• Support the Director of Operations with special projects with project management, including preparation of data.• Other duties as assigned.Qualifications• High school diploma required.• 2 years of operations experience or front desk receptionist experience• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.• Knowledge of principles and processes for providing customer and personal services. This includes client needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Experience• Creative problem-solver, an excellent communicator, and a strong work ethic.• Experience with Microsoft Office Suite• Strong attention to detail and the ability to sound judgment and proactively plan and implement.• The ability to communicate effectively orally and written in both English and Spanish fluently.• Ability to prioritize, manage, and execute numerous projects simultaneously; proven track record of delivering specific tasks and meeting deadlines.• Professional demeanor in communicating and representing the organization; excellent communication and interpersonal skills; a positive and flexible approach to collaborating as part of and across diverse teams and functions.• Excellent management, organizational and administrative skillsPhysical Demands The physical demands require this position to frequently required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, crawl, talk, or hear. The employee is occasionally required to sit. The employee must frequently lift and move more than 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and depth perception.QualificationsHigh school diploma required.2 years of operations experience or front desk receptionist experienceKnowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.Knowledge of principles and processes for providing customer and personal services. This includes client needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.Strong attention to detail and the ability and sound judgment and proactive plan and implementation.Ability to prioritize, manage and execute numerous projects simultaneously; proven track record of delivering specificMust have a valid driver's license and insurance and can travel and be flexible.ExperienceCreative problem-solver, an excellent communicator, and a strong work ethic.Experience with Microsoft Office SuiteStrong attention to detail and the ability to sound judgment and proactively plan and implement.The ability to communicate effectively orally and written in both English and Spanish fluently.Ability to prioritize, manage, and execute numerous projects simultaneously; proven track record of delivering specific tasks and meeting deadlines.Professional demeanor in communicating and representing the organization; excellent communication and interpersonal skills; a positive and flexible approach to collaborating as part of and across diverse teams and functions.Excellent management, organizational and administrative skills