Administrative Support

Administrative Support

Administrative Support provides front-desk reception and general administrative assistance, while also supporting the Service Coordinator with client/service coordination tasks and contributing to event planning. This role ensures smooth day-to-day operations, accurate records, and positive client experience. The position collaborates closely with project managers, field teams, and accounting to support project execution and operational efficiency. Additional responsibilities include fleet management, travel coordination, and meeting logistics.

Flexibility, organization, and strong communication skills are essential to successfully support office functions.

Responsibilities:

• Greet clients and visitors in a professional, friendly manner.
• Answer direct phone calls and emails; respond to general inquiries.
• Maintain the reception area, ensuring cleanliness and availability of resources.
• Manage visitor sign-in/sign-out and assist with front-desk administration processes.
• Perform routine administrative tasks such as data entry, filing, scanning, and document tracking.
• Support scheduling and coordination of appointments and meetings (internal and external).
• Maintain and update office registers and ensure records are current.
• Maintain confidentiality and handle sensitive information appropriately.
• Assist with service intakes and ongoing administrative coordination.
• Track service requests and appointments.
• Assist service coordinators.
• Direct visitors by maintaining employee and department directories and providing instructions.
• Maintain security by following procedures.
• Manage office supply inventory.
• Maintain upkeep and inventory of the small break room area.
• Answer the front-desk phone, record messages, and transfer callers to the correct department.
• Track and coordinate changes to cell phones.
• Coordinate meetings in the San Diego Conference Room.
• Coordinate and assist with Vehicle Fleet maintenance, spare keys, and vehicle transitions between employees.
• Coordinate travel requests for employees.
• Assist with planning and coordination of internal and external events (community events, all-hands meetings, holiday parties, etc.).
• Support event logistics, including venue/booking requests and catering coordination.
• Prepare and distribute invitations, flyers, and event announcements as directed.
• Coordinate attendee lists, RSVPs, and registration forms.
• Provide on-the-day event support (set-up, signage, welcome packs, attendee directions).
• Provide post-event administration, including attendance records, expense/receipt documentation, and follow-up communications.
• Provide backup support for other admin tasks as needed.
• Perform other duties as assigned.

Required Qualifications:

• High school diploma or equivalent.
• 1+ years of experience as Administrative Assistant, demonstrating organizational and communication skills.
• Proficiency with Windows applications, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational skills with a high level of accuracy and dependability.
• Ability to handle conflict and resolve common inquiries or complaints from customers effectively.
• Flexibility to manage multiple tasks simultaneously in a dynamic environment.
• Must have valid Driver's License

Preferred Qualifications:

• 2+ years of experience in administrative or customer-facing roles.
• Proven ability to plan work, sequence priorities, and meet simultaneous deadlines under pressure.
• Excellent verbal communication skills, with the ability to speak confidently in one-on-one settings or small groups.
• Strong writing skills, including the ability to create articulate and grammatically correct correspondence.
• Demonstrated ability to handle conflict with professionalism and composure.
• Prior experience with material handling including purchasing, receiving, warehousing, shipping, and inventory control.

Physical Demands:

• Must be able to effectively communicate, (ie see, hear, speak and write clearly) in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment

Working Conditions:

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate

Additional Information:

• Compensation: $25 - $30 per hour
• Working Hours:
  
  This position generally works Monday
  - Friday, overtime and on call when necessary
• Benefits:
  • Medical
  • Dental
  • Vision
  • Flexible Spending Accounts
  • 401K w/ company match
  • Life/AD&D/LTD
  • Paid Vacation/Sick/Holidays
  • Employee Assistance…