Spanish Bilingual Recruiter and Administrative Assistant

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: TYPE OF WORK

Full Time

: SALARY

50000

: HOURS PER WEEK

40

: DATE UPDATED

Aug 17, 2026

JOB OVERVIEW

We are looking for a reliable, highly organized, and proactive Administrative Assistant to support day-to-day operations for a growing facilities and cleaning services business serving clients across the New York tri-state area.

This role will support a wide range of administrative and operational functions, including recruitment, staffing, scheduling, client communication, bids and proposals, vendor coordination, CRM management, and compliance documentation.

The ideal candidate is comfortable working independently in a fast-paced remote environment, managing multiple priorities, and responding calmly to last-minute staffing and operational needs.

Key Responsibilities
Staffing & Recruitment
Post job openings and source candidates for staffing needs.
Screen and interview candidates in both English and Spanish.
Coordinate new-hire onboarding, including forms, system access, and required documentation.
Maintain recruitment trackers and employee records.
Conduct reference checks and assist with employee documentation.
Monitor attendance and time punches and follow up on discrepancies.
Shift Coverage & Scheduling
Coordinate last-minute and ongoing staffing requirements.
Contact candidates through WhatsApp to confirm shift availability and coverage.
Update schedules and timekeeping systems.
Confirm staffing arrangements and schedule changes with clients.
Bids & Proposals
Track and submit bids through BuildingConnected and other relevant platforms.
Follow up with bid contacts and maintain accurate bid records.
Prepare client proposals and costing sheets.
Follow up with prospects and clients through the proposal and signing process.
Client Communication
Respond promptly and professionally to client requests.
Provide schedules, service updates, cleaning logs, and other requested documentation.
Track and follow up on service concerns and operational issues.
Maintain clear communication between clients, employees, vendors, and management.
Operations & Administration
Maintain building SOPs, logs, schedules, and operational records.
Coordinate with vendors and subcontractors regarding invoices and documentation.
Maintain organized compliance files, including certificates of insurance, agreements, and scopes of work.
Assist with purchasing and place supply orders when needed.
CRM & Process Management
Keep HubSpot and other company systems accurate and up to date.
Develop and document repeatable administrative processes and SOPs.
Support CRM organization, email templates, and light marketing-related activities.
Help identify opportunities to improve administrative workflows and operational efficiency.
Requirements
Previous experience in administration, recruiting/staffing, operations, facilities coordination, or a similar role.
Fluent in English and Spanish, both written and verbal.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Ability to manage staffing, scheduling, client requests, documentation, and administrative tasks simultaneously.
Comfortable coordinating through WhatsApp and other communication platforms.
Experience with spreadsheets, scheduling tools, and time-tracking systems such as FingerCheck or similar platforms.
Tech-savvy and comfortable learning and using multiple platforms, including HubSpot, QuickBooks, Microsoft 365, BuildingConnected, and similar tools.
Strong attention to detail and accuracy when handling employee records, schedules, invoices, bids, and compliance documents.
Able to work independently and proactively in a remote environment.
Dependable and able to remain calm and resourceful when handling urgent or last-minute requests.
Quick learner who can adapt to new systems, processes, and workflows.
Creative, resourceful, and solutions-oriented.
Strong time management and follow-through.
Willing and able to work U.S. Eastern Time (New York) business hours.
Interested in a long-term opportunity with potential for career growth.
Home Office Requirements
Quiet, dedicated workspace suitable for full-time remote work.
Windows 10 or newer computer.
Two monitors to efficiently manage multiple systems and applications.
Stable, high-speed internet connection.
Reliable backup plan for internet or power interruptions.
Long-term career opportunity
Supportive and professional work environment
Opportunities for growth and increased responsibilities

SKILL REQUIREMENT

Recruiting Office and Administration Spanish Bilingual

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Spanish Bilingual Recruiter and Administrative Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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