Office Administrative Assistant

Job Type: Full-Time

We are looking for a detail-oriented assistant to keep our office operations running smoothly. In this role, you will work closely with the Director of Operations & Project Coordinator to ensure daily workflows remain efficient & deadlines are met. You’ll be the backbone of our data management and financial documentation, ensuring that every record is accurate and every invoice is accounted for.

Responsibilities:

• Data Management: Accurate data entry into our systems to maintain up-to-date records.
• Financial Support: High-volume invoice processing, including verifications, approvals, and resolving discrepancies.
• Verification: Auditing documents and reports to ensure all information is correct and compliant.
• Office Coordination: Managing office equipment maintenance, heavy equipment & company fleet maintenance & compliance, supply inventory, and office service calls.
• Communication: Acting as a point of contact for vendors/clients regarding billing and general inquiries.
• Meeting Preparation: Setting up physical room for internal meetings, which may include arranging catering.
• Correspondence Workflow: Sorting, distributing, and preparing outgoing mail or packages.
• Knowledge Maintenance: Create and maintain up-to-date project information within our systems, ensuring that all digital files are correctly labeled and structured for each project.
• Meeting Contextualization: Attend project meetings to track action items, ensuring you understand the "why" behind the tasks you are verifying.

What We’re Looking For:

• Experience: Preferential to have background or knowledge in an administrative or clerical role.
• Tech Savvy: Proficiency in Microsoft Office, especially Excel.
• The "Eagle Eye": Extreme attention to detail—you catch the errors others miss.
• Organized Mindset: Ability to prioritize tasks and meet deadlines without being micromanaged.
• Quick Study: A natural curiosity and the ability to rapidly learn complex project details, timelines, and technical jargon specific to our industry.
• Sensitive Data Management: Handle highly confidential information, with the utmost integrity and in strict accordance with company policy.

Job Type: Full-time

Pay: $20.00 per hour

Benefits:

• Flexible schedule

Experience:

• Microsoft Office: 1 year (Required)
• Customer Service: 1 year (Preferred)
• Office : 1 year (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person