Office Administrator- Bilingual

Cooling Systems Caribe; New Brunswick (NJ); On-site; USD 40,000 - 60,000; Full time

Job summary

Finger Cooling Systems and Uptime Cooling Systems are seeking an organized administrative assistant to support their receiving and banking operations. The role handles deposits, reconciliations, payroll hours, invoicing, mail, and inventory records for both companies.

The ideal candidate has 1–2 years in administrative work, strong attention to detail, excellent confidentiality, and familiarity with MS Office or Google Workspace. A valid driver's license may be required for bank visits.

Qualifications

• High school diploma or equivalent.
• 1–2 years in administrative work, cash handling, or receiving.
• Basic computer skills: email, scanning, MS Office or Google Workspace.
• Strong attention to detail and confidentiality.
• Valid driver’s license; travel to bank or post office.

Responsibilities

• Prepare and make bank deposits, verifying amounts.
• Collect reconciliations for two companies, timely.
• Record and track employee hours for payroll.
• Scan and send invoices, deposit slips, receipts.
• Check, sort, and distribute incoming mail.
• Receive merchandise and verify against invoices or POs.
• Keep deposits, invoices, receipts, records separated by company.
• Maintain organized physical and digital files.
• Perform other related administrative duties.

Skills

Organization

Attention to detail

Time management

Communication

Teamwork

Independence

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

Microsoft Office

Google Workspace

Job description

Finger Cooling Systems and Uptime Cooling Systems are seeking an organized, reliable, and detail-oriented individual to support our administrative and receiving operations. This person will be responsible for handling bank deposits, accounting documentation, mail, and the tracking of incoming and outgoing merchandise, ensuring all processes are completed accurately and on time.

Key Responsibilities

• Prepare and make bank deposits of checks and cash, verifying that amounts match records.
• Collect and organize reconciliations for Finger Cooling Systems and Uptime Cooling Systems, ensuring they are complete, accurate, and submitted on time.
• Record and track employee hours worked for both companies, ensuring accuracy for payroll processing.
• Scan and send invoices, deposit slips, and receipts to the appropriate department or staff.
• Check, sort, and distribute incoming mail.
• Receive merchandise, verify it against invoices or purchase orders, and ensure incoming and outgoing items are properly recorded.
• Keep deposits, invoices, receipts, and records for each company properly separated and accurately identified.
• Ensure that established processes are followed.
• Maintain organized physical and digital files.
• Perform other related administrative duties as assigned.

Requirements

• High school diploma or equivalent.
• [1–2] years of experience in administrative work, cash handling, or receiving.
• Basic computer skills, including email, scanning, and Microsoft Office or Google Workspace.
• Strong attention to detail and accuracy when handling money and documents.
• High level of honesty, responsibility, and confidentiality.
• Valid driver's license and ability to travel to the bank or post office (if applicable).

Preferred Qualifications

• Associate degree or coursework in office administration, accounting, or a related field.
• Experience with inventory or point-of-sale systems.
• Experience with timekeeping or payroll systems.
• Bilingual (English/Spanish).

Key Skills

Organization, time management, effective communication, teamwork, and the ability to work independently.