Bilingual Office Support Specialist

Job Title: Bilingual Office Support Specialist (English/Spanish)

Location: Quincy, MA 02171

Type: 12-Month Contract

Job Summary

We are seeking a professional, customer-focused Bilingual Office Support Specialist to manage front desk reception and provide vital clerical reinforcement. Reporting directly to the Office Manager, this individual acts as the primary public face of the regional center, greeting visitors and managing multi-line phone communications. On days when the Office Manager is out, you will serve as the primary coverage or operational backup. This role demands complete verbal and written fluency in Spanish and English to successfully assist a diverse public constituency.

Key Responsibilities

• Serve as the primary receptionist, greeting incoming visitors warmly and ensuring appropriate personnel are notified immediately.
• Answer phone inquiries in both English and Spanish, efficiently ascertaining the caller's true intent or core issues.
• Provide clear, routine information and coordinate necessary referrals to other internal agency branches or external community units.
• Oversee the intake, sorting, stamping, and distribution of all incoming and outgoing mail and regional packages.
• Monitor inventory levels, track administrative asset depletion, and maintain an appropriate stock of general office supplies.
• Manage comprehensive conference room calendars, ensuring zero booking overlaps or scheduling conflicts.
• Oversee the physical setup and breakdown of regional meeting spaces before and after scheduled training sessions.
• Maintain familiarity with standard office hardware (copiers, scanners) and serve as the main point of contact for technical support.
• Create, update, and maintain accurate internal documentation, communication logs, and office filing systems.
• Exercise strict discretion and sound professional judgment when managing sensitive, confidential family or agency files.
• Input internal metrics and utilize basic state-level IT systems and web portals to track regional office activities.
• Collaborate closely with the Office Manager, seamlessly stepping in to manage core desk workflows during high-volume periods or breaks.

Required Skills & Qualifications

• Fluency in both oral and written Spanish and English is mandatory; must be able to translate complex forms or instructions on the fly.
• 3-5 years of professional office administration, clerical support, or receptionist experience.
• Excellent front-facing customer service skills with a demonstrated ability to remain calm, helpful, and professional.
• Strong attention to detail, highly developed organizational habits, and the ability to accurately follow nuanced written or verbal instructions.

Preferred Skills

• Proficiency in Microsoft Office applications (Word, Excel, Outlook) along with a strong comfort level learning and adapting to specialized internal IT platforms.
• Prior knowledge or exposure to the organizational structure of state government or municipal public services.
• Prior background handling clerical support within an education, social work, or non-profit environment is a major plus.