Job Description

Job Description

POSITION DESCRIPTION & EXPECTATIONS

Job Title: Office Support Specialist
Reports To: Ana Espinoza, President

Employment Type: Regular
Schedule: Monday–Friday, 8:00 a.m.–6:00 p.m., with flexibility as required
Compensation: $15 - $25

2. Position Summary

The Office Support Specialist provides essential administrative and operational support to maintain smooth daily office functions. This role requires strong communication skills, high computer proficiency, and the ability to adapt quickly in a fast‐paced environment. The ideal candidate is proactive, organized, detail‐oriented, and comfortable learning new systems such as Excel, Outlook, Odoo, and Microsoft Teams. The specialist supports multiple departments, assists with documentation and scheduling, and ensures an organized, efficient office environment.

3. Core Responsibilities

3.1 Administrative & Office Operations

• Provide general office support including filing, data entry, document preparation, and scheduling.
• Manage incoming and outgoing correspondence, including digital records and routing information appropriately.
• Maintain organized office systems, supplies, shared workspaces, and common areas.
• Assist with calendar management, meeting coordination, and Teams communication support.
• Prepare documents, spreadsheets, reports, and tracking logs as needed.

3.2 Systems, Tools & Process Support

• Enter and update information in Odoo or other business management systems.
• Use Microsoft Excel, Outlook, Teams, and other office tools to complete assigned tasks.
• Troubleshoot basic computer or software issues and escalate more complex issues.
• Adapt quickly to new processes, technologies, and changing priorities.

3.3 Departmental Support

• Support HR, operations, or management with administrative tasks as assigned.
• Maintain professionalism in communication with staff, clients, vendors, and visitors.
• Assist with record keeping, form completion, and internal documentation as requested.
• Participate in cross‐team tasks, trainings, and initiatives as needed.

4. Short‐Term Expectations (First 30 Days)

• Demonstrate accuracy and consistency in daily administrative tasks such as filing, scheduling, and correspondence management.
• Learn and use Odoo, Teams, and internal office systems with growing independence.
• Establish reliable communication practices including timely responses and proactive follow‐ups.
• Maintain organized digital and physical records according to company standards.
• Provide dependable support to HR, operations, or management as assigned.

5. Long‐Term Plan & Growth Objectives

• Develop full independence in office management tasks and cross‐department support.
• Improve efficiency in maintaining office systems, documentation accuracy, and scheduling processes.
• Enhance proficiency in Odoo and Excel to support tracking, reporting, and data management needs.
• Become a dependable resource for troubleshooting basic IT/software questions.
• Support departmental initiatives that improve communication, organization, and administrative workflows.
• Demonstrate adaptability and take initiative to improve office operations and internal processes.

6. Weekly & Monthly Deliverables Plan

6.1 Daily & Weekly Deliverables (Ongoing)

• Daily: Maintain accurate records, correspondence logs, and system updates.
• Daily: Support staff and management with administrative needs and task follow‐ups.
• Weekly: Review office supply inventory and submit replenishment needs as required.
• Weekly: Provide updates on tasks, schedules, and any blockers affecting administrative workflows.
• Weekly: Maintain consistent organization of office spaces and digital file systems.

6.2 Monthly Deliverables & Review

• Monthly organizational audit of office systems, shared folders, and supply inventory.
• Monthly review of completed administrative tasks, system updates, and process improvements.
• Monthly participation in reviewing new tools, workflows, or documentation needs.
• Monthly proposal of improvements to office organization or administrative efficiency.

7. Work Expectations & Availability

• Must ask questions immediately when instructions, forms, or system requirements are unclear—no assumptions.
• Ability to multitask and prioritize tasks as needs change throughout the day.
• Must maintain professionalism, confidentiality, and customer service excellence.
• Additional hours may be needed during periods of high administrative volume.

8. Qualifications

• Strong verbal and written communication skills.
• Proficient computer skills including Microsoft Excel, Outlook, and Teams.
• Experience with Odoo or similar ERP/CRM systems preferred.
• Ability to learn new software tools and administrative processes quickly.
• Highly organized with strong attention to detail.
• Proactive, adaptable, and capable of anticipating needs ahead of time.
• Strong multitasking and time‐management abilities in a fast‐paced environment.
• High level of professionalism and customer service.

9. Core Values

Accountability – takes ownership of deliverables and communicates truthfully.

Character – professional conduct and reliability.

Integrity – honest reporting and ethical behavior.

Safety – follows all safety requirements.

Teamwork – collaborates and supports the estimating team.

Trustworthy – consistent follow‐through and transparent communication.

10. Work Environment

In Person role: Office Based work

Collaborative environment with periodic in‐person meetings, planning, and reviews.

11. Performance Review & Continuation of Engagement

This consulting engagement is performance‐based. Continuation of work, expansion of responsibilities, compensation changes, and any future discretionary immigration support (including work visa sponsorship) are contingent upon sustained performance, measurable deliverables, and business needs. The consultant will be evaluated bi‐weekly based on the daily/weekly deliverables and KPI expectations described above.

Sincerely,

Mark Dittmar, Vice-President

Access Communications Group, LLC

2017 Texas Ave. El Paso, TX 79901

(915) 845-0007 – www.acglp.com

CONSULTING OFFER ADDENDUM NOTICE

This document serves as both a Job Description and a Consulting Offer Addendum. Compensation, continuation of engagement, future adjustments, and any discretionary immigration support (including work visa sponsorship) are contingent upon bi‐weekly performance evaluations, demonstrated results, communication effectiveness, and compliance with all daily and weekly deliverables.

Company Description

Access Communications Group (ACG), founded in 1996 in El Paso, Texas.

Telecommunications and Construction Company that provides services to Federal, State, Local -Commercial and Educational - check our website to look at the projects we have successfully completed!
We take immense pride in our exceptional track record as a federal contractor. The evidence is reflected in our outstanding Contractor Performance Assessment Reporting System rating and excellent Process Performance Qualification evaluations. Our satisfied clients span various sectors across Texas, Arizona, New Mexico, and Colorado, comprising federal, commercial, medical, and educational institutions.

Company Description

Access Communications Group (ACG), founded in 1996 in El Paso, Texas. \r\n\r\nTelecommunications and Construction Company that provides services to Federal, State, Local -Commercial and Educational - check our website to look at the projects we have successfully completed!\r\nWe take immense pride in our exceptional track record as a federal contractor. The evidence is reflected in our outstanding Contractor Performance Assessment Reporting System rating and excellent Process Performance Qualification evaluations. Our satisfied clients span various sectors across Texas, Arizona, New Mexico, and Colorado, comprising federal, commercial, medical, and educational institutions.