Bilingual Administrative Assistant

Job Description

Job Description

Benefits :

401(k)

401(k) matching

Competitive salary

Dental insurance

Employee discounts

Health insurance

Opportunity for advancement

Paid time off

Parental leave

Vision insurance

Position Summary :

We are seeking a proactive and highly organized Administrative Assistant to provide direct support to the Head of Operations at Pro-Tops Inc. This role requires a detail-oriented professional who can manage administrative tasks, coordinate schedules, and assist with day-to-day operational needs in a fast-paced environment. The ideal candidate will be proficient in Microsoft Office Suite, Gmail, and Google Docs, while bringing strong organizational skills and adaptability to ensure smooth operations.

About Pro-Tops Inc :

Pro-Tops is a fast-growing national wholesale distributor of kitchen & bath renovation products and materials. PRO-TOPS is the foremost kitchen countertops fabricator in the Charlotte, NC, region.

Our Mission- We create extraordinary living spaces through high-quality products and services for every customer we encounter.

Our Core values are the backbone of our business and guide our hiring process : We S.T.R.I.D.E - with our core values : Service, Transparency, Respect, Inspiration, Dedication, and Excellence.

Performance objectives :

• Provide daily administrative support to the Head of Operations, including scheduling, correspondence, and file management.
• Prepare, edit, and format documents, spreadsheets, and presentations.
• Maintain organized digital and physical filing systems.
• Assist with travel arrangements, meeting coordination, and expense tracking.
• Manage and prioritize incoming emails, calls, and communications in English and Spanish or Portuguese.
• Coordinate meetings, prepare agendas, take meeting notes, and follow up on action items.
• Serve as a liaison between the Head of Operations, internal teams, and external stakeholders.
• Support day-to-day operational projects and ensure deadlines are met.
• Assist in tracking KPIs, compiling reports, and monitoring ongoing initiatives.
• Collaborate with other departments to ensure alignment with operational goals.

Capabilities / Key Competencies :

• Strong organizational and time management skills.
• Excellent written and verbal communication skills (English + Spanish or Portuguese).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency with Gmail, Google Docs, and Google Drive tools.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Strong attention to detail and problem-solving abilities.

Education & Experience :

• Minimum of 1 year of experience as an Administrative Assistant or in a similar role.
• Associate Degree.
• Experience supporting managers or department leaders preferred.
• Bilingual proficiency (Spanish or Portuguese) required .

Physical Requirements :

• Office-based position with occasional visits to production or warehouse areas.
• Must be able to sit, stand, and move for extended periods and lift up to 20 lbs if necessary.