On-site Bilingual Administrative & Facilities Coordinator

Inmar Intelligence; Libertyville (IL); On-site; USD 27,000 - 45,000; Full time

Benefits offered by this job

Medical, Dental, Vision insurance

401(k) retirement plan with company  匹

11 paid holidays

Tuition Reimbursement and cert. 지원

Wellness services

Parental Leave

Adoption Assistance

Flexible time off

Job summary

Inmar Intelligence in Libertyville, IL is seeking an Administrative Assistant to provide central admin support for leadership and staff, manage facilities, coordinate vendors, onboarding, events, and regulatory documentation. The role is full-time, on-site, 40 hours per week, requiring bilingual English/Spanish communication and strong organizational skills.

You will collaborate with leadership to schedule guest visits and audits, maintain office systems, process invoices, and ensure a safe,

Qualifications

• High School Diploma required.
• 2-4 years of administrative, office management or operations support experience.
• Bilingual English/Spanish verbal and written language skills required.
• Strong organizational and time management skills.
• Ability to work independently and manage multiple priorities.
• Demonstrated technical aptitude with the ability to troubleshoot common office technology issues.
• Proficiency in Google Suite and standard workplace tools.
• Strong attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.

Responsibilities

• Maintain daily office operations to ensure efficiency, organization, and alignment with company policies.
• Serve as the primary point of contact for office-related needs and inquiries.
• Maintain office systems, processes, and procedures to support smooth operations.
• Manage office access, security coordination, and visitor logistics as needed.
• Maintain inventory of office supplies, kitchen items, and essential materials.
• Assist with vendor coordination for services such as office supplies, equipment, and maintenance.
• Process office-related invoices.
• Ensure the office environment is clean, safe, and fully functional.
• Monitor and report facility-related issues, coordinating timely resolution.
• Assist leadership with scheduling guest visits, audits and tours.
• Maintain schedules or logs for office usage, visitors, or shared spaces as needed.
• Coordinate logistics for training sessions.
• Assist with general purchasing functions utilizing the Oracle Procurement System.
• Assist with planning and logistics for facility events such as; Employee Appreciation, Town Hall, Family Fun Day, etc.
• Assist with new hire onboarding process and logistics.
• Continue to grow skill sets with available tools and resources to advance capabilities.
• Perform other duties as assigned.
• Comply with all company policies and standards.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Independently coordinate priorities

Technical aptitude

Google Suite

Attention to detail

Written and verbal communication

Interpersonal skills

Education

High School Diploma

Tools

Google Suite

Oracle Procurement System

Job description

Inmar Intelligence in Libertyville, IL is seeking an Administrative Assistant to provide central admin support for leadership and staff, manage facilities, coordinate vendors, onboarding, events, and regulatory documentation. The role is full-time, on-site, 40 hours per week, requiring bilingual English/Spanish communication and strong organizational skills.

You will collaborate with leadership to schedule guest visits and audits, maintain office systems, process invoices, and ensure a safe,