Administrative Assistant Receptionist

Our company is seeking a highly organized and detail-oriented Receptionist / Administrative Assistant. This role is responsible for managing critical administrative functions, with a strong focus on handling incoming and outgoing mail while supporting overall office operations.

• Key Responsibilities:
  Receive, sort, and distribute incoming mail accurately and promptly to the appropriate departments.
• Date-stamp and log all incoming mail items to maintain accurate tracking records.
• Prepare and package outgoing mail and parcels, ensuring proper postage, labeling, and accuracy.
• Verify recipient addresses and ensure all documentation and packaging standards are met.
• Scan and upload documents into digital systems, ensuring proper naming and organization.
• Create and track tasks related to incoming mail, including deadlines and follow-ups.
• Maintain detailed logs of incoming and outgoing mail, ensuring accuracy and traceability.
• Organize and file both digital and physical documents in a systematic manner.
• Purge outdated files in accordance with record retention policies.
• Monitor inventory of mailing supplies and coordinate reorders as needed.
• Respond to internal inquiries regarding mail status and delivery timelines.
• Collaborate with internal teams to ensure timely processing of critical documents.
• Operate and maintain mailing equipment, reporting any issues promptly.
• Provide general administrative support, including data entry, filing, and special projects.

• High school diploma or equivalent required.
• Organization and prioritization are the core elements of the Administrative Assistant’s responsibilities.
• Fully Bilingual (English & Spanish)
• Previous experience in administrative, clerical, or mail-room functions preferred.
• Proficiency with scanning tools, mail handling equipment, and postage meters.
• Familiarity with Google Drive and Microsoft Office (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and high volumes of work effectively.