Office Administrator

Benefits:

• Competitive salary
• Health insurance
• Training & development

Department:
Administration / Operations

Reports To:

Office Manager / Operations Manager

Location:

South San Francisco, CA

Employment Type:

Full-Time

The Office Administrator is responsible for supporting the daily administrative and operational functions of Alvarado Tile Stone and Showroom Inc. This position serves as the central point of communication between customers, vendors, project managers, warehouse personnel and installers.

• Answer and direct incoming phone calls professionally.
• Respond to customer and vendor emails promptly.
• Greet visitors and clients.
• Maintain organized electronic and physical filing systems.
• Prepare letters, reports, spreadsheets, and other company documents.
• Maintain office supplies and coordinate office purchases.

• Schedule slab and tile deliveries and pickups.
• Coordinate installation schedules with project managers.
• Confirm appointments with customers and vendors.
• Maintain daily office calendars.
• Communicate schedule changes promptly to all parties

Serve as the primary point of contact for customer inquiries.

• Assist customers with scheduling and project updates.
• Follow up regarding deliveries, installations, and outstanding issues.
• Maintain professional relationships with clients.

• Communicate with suppliers regarding:
  • Material availability
  • Lead times
  • Shipping
  • Pricing
  • Delivery schedules
• Request quotes and maintain vendor pricing information.
• Coordinate receiving appointments.

• Assist with purchase orders.
• Verify material quantities and pricing.
• Track special orders.
• Monitor backorders and expected delivery dates.

• Assist Project Managers with:
  • Documentation
  • Change Orders
  • Material tracking
  • Customer communication
  • Scheduling
• Maintain project folders and documentation.

• Coordinate deliveries with warehouse staff.
• Verify receiving schedules.
• Communicate incoming material information.
• Assist with inventory documentation.

• High school diploma or GED.
• Minimum 2 years of office administration experience.
• Excellent written and verbal communication.
• Strong organizational skills.
• Ability to prioritize multiple tasks.
• Strong attention to detail.
• Professional demeanor.
• Excellent customer service skills.
• Ability to work independently.

• Experience in the construction industry.
• Experience in the tile, stone, or flooring industry.
• Experience with project coordination.
• Knowledge of purchase orders and invoices.
• Experience with shipping and logistics.
• Bilingual (English/Spanish) preferred.

• Microsoft Word
• Microsoft Excel
• Adobe PDF
• Microsoft Teams
• Google Workspace

• Sit for extended periods.
• Frequently use a computer and telephone.
• Occasionally lift up to 25 pounds.
• Walk between office and warehouse as needed.

This position is primarily office-based within a construction and warehouse environment. The employee may occasionally visit the warehouse to coordinate deliveries, communicate with warehouse staff, or verify incoming materials.

• Competitive hourly pay based on experience.
• Paid holidays.
• Paid vacation.
• Opportunities for professional growth.
• Supportive team environment.
• Ongoing training and development.

Alvarado Tile Stone and Showroom Inc. is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs. We are committed to creating an inclusive workplace where all employees are treated with respect and professionalism.