Administrative Operations Coordinator

1 week ago


Los Altos, California, United States BBSI - San Jose Full time
Job Overview

BBSI - San Jose is seeking an experienced Office Administrator to join our team. This role plays a crucial part in ensuring the efficient day-to-day operation of our office.

This position requires a proactive, detail-oriented individual who can handle a variety of administrative tasks, manage office logistics, support project managers, and contribute to the overall growth of the company.

Key Responsibilities
  • Manage daily office operations, including answering phones, managing emails, handling correspondence, and filing documents.
  • Assist with scheduling meetings, coordinating appointments, and managing calendars for the team and subcontractors.
  • Maintain project files, assist with permit applications, track project timelines, and provide support to project managers and site supervisors as needed.
  • Process invoices, manage accounts payable and receivable, track expenses, and support payroll processing.
  • Act as the first point of contact for clients, subcontractors, and vendors. Maintain a professional and positive image of the company.
  • Manage office supplies inventory, ensure equipment is maintained, and coordinate any necessary repairs or services.
  • Ensure compliance with local, state, and federal regulations, maintain company records, and assist in preparing reports for management.
  • Assist in recruiting, onboarding, and maintaining employee records, including time tracking and vacation requests.
Requirements and Qualifications
  • Proven experience as an Office Manager, Administrative Assistant, or similar role, preferably in the construction industry.
  • Strong organizational skills with the ability to multitask and prioritize workload effectively.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and bookkeeping software: QuickBooks.
  • Familiarity with basic accounting principles and bookkeeping experience.
  • Ability to work independently and as part of a team in a fast-paced environment.
  • Strong attention to detail and problem-solving skills.
  • Knowledge of local building codes, permitting processes, and compliance requirements is desirable.
Benefits and Working Conditions
  • Competitive hourly rate between $22.00-$25.00 per hour.
  • No less than 20 hours per week.
  • Full-time or Part-time schedule available.
  • Day shift, Monday to Friday.
  • Health insurance benefits available.


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