We are looking for a detail-oriented Facilities Assistant to join our team in Santa Barbara, California. This is a contract position within the government sector, where you will play a vital role in ensuring the smooth distribution and organization of election-related supplies. If you thrive in a fast-paced environment and enjoy logistical tasks, this role is an excellent opportunity to contribute to a meaningful cause.<br><br>Responsibilities:<br>• Coordinate the preparation and distribution of supply bags for poll workers prior to election day.<br>• Arrange lanes and set up directional signage to streamline vehicle movement.<br>• Utilize logs and tickets to guide vehicles to the appropriate lanes for supply pick-up.<br>• Verify that supply bags are accurately assigned to the correct poll workers using detailed records.<br>• Provide traffic direction at entry and exit points to ensure efficient flow.<br>• Safely load supply bags into vehicles while maintaining organization and accuracy.<br>• Support the team in maintaining a clean and orderly distribution area.<br>• Collaborate with staff to address any logistical challenges that arise during the distribution process.
<p>Office / facilities manager</p><p>We currently have an excellent opportunity for a highly-skilled and motivated office manager to lead operations. Are you a deeply passionate self-starter who is looking to grow their career? Then we have a position for you.</p>
We are looking for a dedicated Facilities Assistant to join our team in Santa Clara, California, on a contract basis. In this role, you will ensure the smooth operation of our workplace by managing events, maintaining conference rooms, supporting employee relocations, and addressing facility maintenance needs. This position is essential to fostering a safe, clean, and organized environment for employees and visitors.<br><br>Responsibilities:<br>• Set up and dismantle furniture and audiovisual equipment for events while maintaining the cleanliness and organization of event spaces.<br>• Perform regular checks of conference rooms to ensure they are stocked with supplies, clean, and fully operational.<br>• Coordinate and execute employee relocations, including workstation setups and furniture adjustments.<br>• Respond to facility-related requests and issues, perform routine maintenance tasks, and manage inventory for facility supplies.<br>• Conduct power washing and regular maintenance inspections to uphold cleanliness and adhere to safety standards.<br>• Carry out building inspections to ensure compliance with safety and operational requirements, reporting issues and coordinating resolutions.<br>• Process and prioritize work order tickets, tracking progress and providing updates to ensure efficient facility operations.<br>• Collaborate with team members and external vendors to support facility needs and improve operational efficiency.<br>• Assist in budget-related processes and ensure cost-effective management of resources.
<p>We are looking for an organized and proactive Facilities Assistant to join our team in Goleta, California. In this long-term contract position, you will play a key role in supporting our hospitality department by ensuring operational excellence and delivering exceptional service to internal stakeholders. This is an on-site role where attention to detail, event planning expertise, and strong technical skills will be highly valued.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate and oversee event planning activities, including organizing celebrations and events.</p><p>• Assist with office moves and ensure seamless transitions for employees.</p><p>• Monitor and track budgets to ensure financial goals are met.</p><p>• Utilize tools like Slack, Asana, and Google Suite for efficient communication and project management.</p><p>• Maintain conference rooms and facilities, ensuring they are fully operational and well-maintained.</p><p>• Support daily operations by managing computerized maintenance management systems (CMMS).</p><p>• Collaborate with team members to plan and execute high-level projects.</p><p>• Provide excellent customer service to employees and act as a point of contact for facility-related inquiries.</p><p>• Leverage Apple OS and other technical tools to streamline processes.</p><p>• Work closely with department leadership to ensure smooth execution of objectives.</p>
<p>Robert Half's client in Concord, CA is looking for an onsite Facilites Administrative Manager.</p><p><br></p><p>This role combines traditional administrative tasks with facility management duties to ensure the office operates efficiently and effectively. The ideal candidate will also assist in coordinating business travel arrangements, such as booking hotels and transportation, while maintaining a high level of professionalism, confidentiality, and organization.</p><p><br></p><p>Key Responsibilities:</p><p><br></p><p>Oversee the day-to-day operations of the office, ensuring it is clean, safe, and well-maintained.</p><p>Coordinate with vendors and service providers for office supplies, repairs, and equipment maintenance.</p><p>Monitor and manage supplies and maintenance expenses.</p><p>Lead the implementation of office policies and procedures related to workspace efficiency and safety.</p><p><br></p><p>Additional Responsibilities:</p><p><br></p><p>Assist with company events, including meeting setups and internal office celebrations.</p><p>Serve as a point of contact for building management and communicate any facility-related concerns.</p><p>Collaborate with HR to support onboarding tasks, such as arranging workspaces for new hires.</p><p><br></p><p>Qualifications for Facilities Administrative Assistant:</p><p><br></p><p>Proven experience as an Administrative Assistant, Office Manager, or in a related role.</p><p>Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.</p><p>Excellent written and verbal communication skills, with high attention to detail.</p><p>Ability to handle confidential information with integrity and discretion.</p><p>Self-starter mindset with the ability to work independently while contributing to a team.</p><p>Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).</p><p>Preferred Qualifications:</p><p><br></p><p>Experience handling basic facility or office management tasks.</p><p>Familiarity with travel booking platforms or software.</p><p>Competencies:</p><p><br></p><p>Professional demeanor and the ability to interact effectively with staff, vendors, and management.</p><p>Strong problem-solving skills and ability to handle situational challenges.</p><p>Comfortable working in a fast-paced, ever-changing environment.</p><p><br></p><p>If you are interested in this Facilities Administrative Assistant position, submit your resume today!</p>
<p>We are looking for a detail-oriented Administrative Assistant to join our team in New Orleans, Louisiana. In this short-term contract to permanent position, you will play a key role in ensuring seamless operations by managing administrative tasks, coordinating schedules, and supporting the facilities management team. This role requires exceptional organizational skills, confidentiality, and adaptability to handle multiple priorities effectively.</p><p><br></p><p>Responsibilities:</p><p>• Respond promptly to inbound calls and route inquiries to the appropriate team members.</p><p>• Manage incoming and outgoing mail, including distribution and processing.</p><p>• Issue shutdown notices and hot work permits through designated systems.</p><p>• Initiate work orders and coordinate purchase orders for supplies and service requests.</p><p>• Prepare weekly updates and monthly meeting agendas for the facilities management team using Microsoft Teams.</p><p>• Schedule meetings, reserve conference rooms, and organize staff training sessions through Outlook.</p><p>• Draft memos and correspondence in an accurate and timely manner.</p><p>• Organize, file, and submit receipts and documentation related to corporate card transactions.</p><p>• Arrange travel and event registration for team members attending industry events.</p><p>• Maintain strict confidentiality while performing assigned duties.</p>
<p>We are in search of an <strong><em>Administrative Assistant</em></strong> to join the team in the real estate company, located in Honolulu, Hawaii. As an <strong><em>Administrative Assistant,</em></strong> your primary responsibilities will include handling customer queries, processing applications, maintaining accurate records, and conducting customer service duties. This role offers a contract to permanent employment opportunity. (Schedule includes working Sundays.)</p><p><br></p><p>Responsibilities:</p><p>• Manage inbound and outbound calls with professionalism and courtesy</p><p>• Ensure the accurate and efficient processing of customer applications</p><p>• Keep up-to-date and precise customer credit records</p><p>• Handle email correspondence with clients in a timely and effective manner</p><p>• Provide exceptional customer service to clients, responding to inquiries and resolving issues</p><p>• Enter data accurately into the company database</p><p>• Use Microsoft Excel, Outlook, and Word to organize and manage data</p><p>• Schedule appointments as needed, ensuring efficient use of time and resources.</p>
<p>We are seeking a detail-oriented and proactive Property Management Coordinator to oversee and enhance operations related to building facility inspections, board meeting support, vendor management, and compliance with community governing documents. This role requires a strong ability to communicate effectively with Boards of Directors, vendors, and residents, while ensuring timely execution of tasks and adherence to applicable regulations, including Davis-Stirling Act requirements.</p><p><strong>Key Responsibilities:</strong></p><ol><li><strong>Facility Inspections and Maintenance Coordination:</strong></li></ol><ul><li>Conduct routine site inspections to assess building facilities and common areas, documenting necessary repairs or improvements.</li><li>Compile actionable follow-up lists and oversee resolution of identified issues, coordinating with vendors and stakeholders as required.</li></ul><ol><li><strong>Meeting and Administrative Support:</strong></li></ol><ul><li>Prepare and distribute professional board meeting packages within designated timeframes, ensuring compliance with Davis-Stirling Act requirements.</li><li>Attend board meetings in accordance with the Management Agreement, providing input, recording minutes, and drafting detailed follow-up item lists.</li><li>Handle inquiries and directives from Boards of Directors for assigned properties with responsiveness and professionalism.</li></ul><ol><li><strong>Vendor Proposal Management and Project Oversight:</strong></li></ol><ul><li>Facilitate procurement by obtaining and reviewing vendor proposals at the instruction of Boards of Directors.</li><li>Assist in preparing scopes of work for regular maintenance and special projects, ensuring alignment with community goals and standards.</li></ul><ol><li><strong>Budget Preparation and Financial Analysis:</strong></li></ol><ul><li>Collaborate with the Accounting Department to develop annual budgets and supporting documentation for member distribution.</li><li>Review budget comparisons for accuracy, analyze variances, and propose corrective measures to optimize financial reporting.</li><li>Approve invoices and monitor financial reports to ensure compliance with established budgets.</li></ul><ol><li><strong>Community Communications and Compliance:</strong></li></ol><ul><li>Draft and distribute notices, mailings, and email blasts as directed by Boards of Directors, ensuring adherence to Davis-Stirling Act guidelines.</li><li>Manage the issuance of violation notices and other communications in accordance with governing documents and community standards.</li></ul><ol><li><strong>Calendar and Disclosure Management:</strong></li></ol><ul><li>Maintain and update annual community calendars, ensuring timely execution of monthly responsibilities, including disclosures mandated by the Davis-Stirling Act.</li></ul><p><br></p><p><br></p>
<p>Are you an organized and detail-oriented professional eager to grow your career in commercial property management? Our client is seeking an Assistant Commercial Property Manager to help oversee the day-to-day operations of their commercial properties. In this role, you'll work alongside the property management team and tenants, ensuring compliance, operational efficiency, and tenant satisfaction.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li><strong>Tenant Relations:</strong> Serve as a key contact for tenants by addressing inquiries, coordinating maintenance requests, and fostering positive tenant relationships.</li><li><strong>Lease Administration:</strong> Assist in monitoring lease agreements, ensuring compliance, and maintaining accurate lease documentation.</li><li><strong>Operations Support:</strong> Work with the Property Manager to oversee building operations, vendor management, and service contracts to ensure properties are well-maintained.</li><li><strong>Budget Tracking:</strong> Assist with tracking operational budgets, including rent collections, invoicing, and accounts payable.</li><li><strong>Inspections:</strong> Conduct routine property inspections, document any issues, and coordinate necessary maintenance or repairs.</li><li><strong>Reporting:</strong> Prepare and maintain reports on building operations, financial performance, and leasing updates for management.</li><li><strong>Emergency Response:</strong> Assist with emergency protocols, including tenant notifications and vendor coordination during urgent repairs.</li><li><strong>Event Coordination:</strong> Support tenant engagement initiatives like open houses, appreciation events, or safety sessions.</li></ul><p><br></p>
General office services, cleaning and filling office pantries, sorting and delivering mail/packages, assisting with copy and reprographics jobs, assisting with room set ups (moving tables and chairs), must be able to lift 50 lbs. o Answer and transfer calls on a multi-line phone system. o Accept deliveries, sort mail, and maintain phone lists. o Handle additional projects as assigned. Handle sensitive and/or confidential documents and information. o Communicate with manager and client on job or deadline issues. o Minimum of one-year office service experience, preferably in a legal, banking or large corporate environment. o Previous receptionist, switchboard or administrative assistant experience preferred. o Excellent verbal and written communication skills. • Day to Day Duties: • Will assist only with mail, no copy (repro) or facilities • Must be very independent; they are by themselves at this office • Must be able to speak to first level clients (facilities, drivers) • Ask questions if something is not understood. • Log packages • Pitney Bowes machine experience is helpful • Must have a car, some public transportation is available, but it is very intermittent and not reliable
<p>We are seeking an experienced and driven <strong>Assistant Plant Controller</strong> to provide deep analysis for our client in Whitehall, MI. This high-visibility role serves as a strategic business partner to the Plant Controller, overseeing all finance functions at the manufacturing facility and driving impactful decisions to support organizational success. </p><p><br></p><p> This position demands exceptional analytical skills, and a deep understanding of manufacturing operations. It offers a unique opportunity to collaborate with senior management, influence business strategies, and directly contribute to the performance and profitability of the facility. This role is perfect for candidates who are not only highly skilled in financial management but also curious, hands-on, and driven to make a difference across the organization. </p><p><br></p><p> Please call Katie Ruger today for more information at 616-600-8734! </p><p><br></p><p><strong> Key Responsibilities</strong> </p><ul><li>Lead and direct the daily activities of General and Cost Accounting personnel, ensuring compliance with company policies. </li><li>Train and inform plant controlling teams on policies, procedures, and tools to enhance consistency and effectiveness. </li><li>Provide timely and accurate analyses and data insights to assist senior management in decision-making. </li><li>Develop, analyze, and implement plans, forecasts, and projections while maintaining systems to monitor their progress. </li><li>Coordinate and oversee reporting requirements along with internal and external audits, maintaining full compliance. </li><li>Ensure internal accounting controls across various functions, including inventory, payroll, accounts payable, and cash management. </li><li>Participate in physical inventory planning and auditing while driving continuous improvement in processes. </li><li>Manage and maintain the Capital Asset System, ensuring accuracy and timeliness of data entry. </li><li>Actively ensure all activities are conducted safely, environmentally responsibly, and in compliance with company standards. </li><li>Promote adherence to company policies, ASATS compliance and SOX standards. </li><li>Drive standardization and consistency of controlling processes within the Industrial Group, addressing discrepancies where needed. Evaluate financial impacts of action plans and provide clear follow-up for progress tracking. Apply manufacturing principles and techniques to optimize operations and outcomes. </li></ul><p><br></p><p>This position presents an incredible opportunity for a finance leader to step into a highly influential role with visibility across the organization and significant autonomy to drive results. If you are passionate about combining financial expertise with operational collaboration to maximize outcomes, we encourage you to apply</p>
We are looking for a detail-oriented Administrative Assistant to join a non-profit organization in Berkeley, California. This Contract-to-Permanent position offers the opportunity to contribute to event coordination and administrative support in a dynamic and collaborative environment. The role requires a mix of remote and on-site work, with occasional evening and weekend commitments based on event needs.<br><br>Responsibilities:<br>• Coordinate room reservations, manage client communications, and provide quotes to ensure smooth event scheduling.<br>• Organize and maintain spreadsheets, calendars, and other tools within Google Suite to support administrative tasks.<br>• Confirm all reservations and event details to ensure accuracy and preparedness.<br>• Collaborate with setup teams and facilities staff to arrange rooms in accordance with client specifications.<br>• Provide on-site support during events, assisting with troubleshooting and addressing urgent issues.<br>• Handle multiple events per week, sometimes managing several in one day, requiring strong organizational skills.<br>• Communicate effectively with internal teams and clients to ensure all expectations are met.<br>• Adapt to ad hoc tasks and urgent situations with professionalism and efficiency.
<p><em>The salary range for this position is $120,000-$140,000 and it comes with benefits, including medical, vision, dental, life, and disability insurance. To apply to this hybrid role please send your resume to [email protected]</em></p><p><br></p><p>The two biggest things on people’s minds right now: ‘Busy season is just around the corner’ and ‘Where can I find a fresh start?’. NOTE: This position is a career-fast-track opportunity. Whoever fills this role is expected to be promoted quickly. </p><p><br></p><p><strong>Job Description</strong></p><ul><li>Management of all financial accounting functions of the firm.</li><li>Leads the firm's budgeting and expense management processes, including the development of annual operating budgets and financial projections and periodic variance review</li><li>Ensures the accuracy of monthly financial reporting and assists external CPA in the preparation of financial reports</li><li>Manages all daily accounting functions: bank reconciliations, cash receipts/accounts receivables</li><li>Handles partner distribution, payroll, 401k administration, benefits administration, and expense report management</li><li>Supervises Accounting Assistant in the Accounts Payable and Billing functions</li><li>Works closely with Accounting Consultant in London client billing</li><li>Works closely with Office Manager in human resource and benefits and facilities and vendor contract management</li><li>May participate in the strategic planning of operations</li><li>Management of all billing functions of the firm.</li><li>Tracks and reports on timekeeper hours</li><li>Prepares prebills and reviews edits by billing partner(s)</li><li>Verifies the accuracy of billing entries and supporting documentation.</li><li>Prepares invoices for submission to clients via various Ebilling platforms or by email, dependent on client requirements</li><li>Monitors accounts receivable and collection efforts</li><li>Submits budgets per client requirements</li><li>Works closely with billing partners on bill appeals</li></ul><p><strong> </strong></p>
We are looking for a detail-oriented Office Assistant to join our team on a contract basis in Boston, Massachusetts. In this role, you will support daily operations through efficient administrative and clerical work, ensuring the smooth functioning of office tasks. This position is ideal for someone who thrives in a dynamic environment and enjoys multitasking.<br><br>Responsibilities:<br>• Greet visitors and manage receptionist duties, creating a welcoming and organized atmosphere.<br>• Handle document scanning tasks to organize and maintain digital records.<br>• Answer incoming calls promptly, providing accurate information or redirecting calls to the appropriate departments.<br>• Perform general clerical tasks such as filing, data entry, and managing office supplies.<br>• Assist with scheduling meetings and coordinating appointments.<br>• Maintain accurate and organized records to support team operations.<br>• Collaborate with team members to address administrative needs and resolve issues.<br>• Ensure compliance with office policies and procedures while supporting day-to-day functions.
Local compnay is seeking a skilled and self-motivated Property Management Assistant to join our team on a flexible part-time basis (3 days per week). This role supports the Property Management team through administrative tasks, records management, tenant relations, and light bookkeeping. If you are detail-oriented, possess excellent customer service skills, and have a strong proficiency in Excel, we want to hear from you! <br> Key Responsibilities: Administrative Duties: Provide administrative support to Property Management, tenant relations, and maintenance operations. Answer phone calls from tenants and vendors; assist and dispatch facilities managers as needed. Maintain tenant contact lists and update emergency contact information. Produce, modify, and distribute spreadsheets, forms, manuals, and information packages for Property Management. Process correspondence for tenants, contractors, and vendors. Maintain and organize insurance certificates, leases, contracts, and other records. Obtain and process monthly utility bills online. Manage tenant work orders and walk-ins (vendors, tenants, prospective tenants). Bookkeeping and Organizational Responsibilities: Process remote bank deposits and upload invoices to Nexus. Provide support with light bookkeeping-related tasks, including utility schedules and payment processing. Skills and Experience: Required: Demonstrated proficiency in Excel (advanced spreadsheet creation and management). Experience with Microsoft Word and familiarity with QuickBooks and Nexus software. Strong attention to detail with excellent prioritization and time-management skills. Preferred: Customer service experience with a focus on tenant/vendor relations. Knowledge of office procedures and basic bookkeeping. Ability to work independently and reliably under minimal supervision.
<p>A high-end shared workspace in Beverly Hills is hiring an Office Assistant for a 2-3 month contract with potential to extend. As the Office Assistant, you will provide operational support in managing the physical space, assisting with member services, and helping create a welcoming environment. This is a great opportunity with potential to grow into larger roles such as sales or event planning. If you thrive in fast-paced, dynamic environments and enjoy delivering exceptional customer experiences, we’d love to hear from you!</p><p><br></p><p>Responsibilities include:</p><p>• Serve as the first point of contact sitting at the front desk, greeting members and visitors warmly and answering inquiries.</p><p>• Conduct regular walkthroughs of the physical space to ensure cleanliness, organization, and overall operational excellence.</p><p>• Manage facilities needs; coordinate with vendors and troubleshoot as necessary. Assist in event planning and execution, including setting up happy hours, arranging food/drinks, and supporting large events on site.</p><p>• Provide tours of the space to potential members and assist the General Manager with proposals and sales support.</p><p>• Field member requests and ensure their needs are met in a timely and professional manner.</p><p><br></p><p>There are three possible shifts for this role: 8:30 AM – 5:00 PM, 9:00 AM – 5:30 PM, and 9:30 AM – 6:00 PM. The ideal candidate will have the flexibility to work across all shifts based on business needs. This role is Monday – Friday, with occasional potential for Fridays off. Pay is $22/hr during the contract period, and if the role transitions to full-time, pay is between $55-65k.</p>
<p>Job Posting: Accounting Assistant</p><p>Location: Bergen County, NJ</p><p>Job Type: Full-Time</p><p><br></p><p>Join their dynamic and supportive team, a leading manufacturer in Bergen County, NJ. We are seeking a detail-oriented and motivated Accounting Assistant to support our accounting and administrative functions.</p><p><br></p><p>Accounts Receivable</p><p>• Administer cash receipts processing and posting in SAP software</p><p>• Prepare checks received for deposit</p><p>• Maintain the specialized receipts file for customer service</p><p>• Follow up on and resolve customer payments variances</p><p>• Ensure all customer prepayments are appropriately applied in SAP</p><p>• Maintain shared mailbox for accounts receivable</p><p>• Prepare invoices to group affiliates ensuring all supporting documentation is complete</p><p><br></p><p>Accounts Payable</p><p>• Administer vendor bill processing from receipt to approval and perform financial system precoding</p><p>• Process payments to vendors in SAP software</p><p>• Distribute payments to vendors using CashPro Bank of America, vendor portals, or by check</p><p>• Track monthly vendor invoices to prepare for month end</p><p>• Maintain continuous organized file of outstanding vendor invoices</p><p>• Maintain organization of vendor payment files and profiles in SAP</p><p>• Collect and organize W9’s, prepare year end 1099’s</p><p>• Maintain shared mailbox for accounts payable</p><p>• Review and process expense reports in Concur</p><p><br></p><p>Banking</p><p>• Download previous day and current day banking activity</p><p>• Review of all daily cash activity: posting receipts, reviewing and confirming payments, posting journal entries for Concur payments; performing daily cash reconciliations</p><p>• Reconcile all credit card statements monthly</p><p><br></p><p>Other</p><p>• Prepare month end reports for commissions and royalties</p><p>• Process journal entries in SAP</p><p>• Prepare financial reports as directed</p><p>• Maintain fixed assets monitoring and laptop list with user information</p><p>• Prepare periodic intercompany transaction reconciliation reports</p><p><br></p><p>Administrative Duties</p><p>• Supporting Controller in all aspects of office organization and ensuring that the office runs efficiently. Assist in the overall improvement of the operations systems, including but not limited to</p><p>• Organize and maintain financial filing system, including mid-year and year-end clean up</p><p>• Provide general administrative and clerical support as needed</p><p>• Maintain office and kitchen supplies</p><p>• Organize in house lunches for meetings when necessary and organize events for outside activities</p><p>• Maintain office equipment</p><p>• Liaise with building management for facility issues and service/reservation requests</p><p>• Maintain documentation on lab purchase orders, matching up purchases order with invoices and getting approvals</p><p><br></p><p><br></p>
<p>We are looking for a Part-Time Mailroom Assistant to join our team in Milford, New Hampshire.<strong> This seasonal position offers evening shifts at 4pm - 8pm OR 8pm - 12am</strong>, making it an excellent opportunity for those seeking make some extra income! The role involves ensuring the efficient handling of mail and packages while maintaining an organized and well-stocked mailroom.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Receive, sort, and distribute incoming mail and packages accurately and efficiently.</li><li>Prepare and process outgoing mail, including shipments through various carriers.</li><li>Maintain detailed records of deliveries, pickups, and inventory levels.</li><li>Assist with routing internal packages and coordinating courier services.</li><li>Ensure the mailroom is clean, organized, and adequately stocked with necessary supplies.</li><li>Provide general support to office departments, including data entry and customer service tasks.</li><li>Operate and maintain mailroom equipment, such as inkjet printers and copiers.</li><li>Adhere to company policies and procedures while managing sensitive information.</li></ul>
<p>We are looking for a dedicated Assistant Controller to join our team in Kaneohe, Hawaii. In this role, you will support the Controller in overseeing the Financial Services Department, ensuring accurate financial reporting, payroll processing, and compliance with regulatory requirements. This position offers an opportunity to lead a collaborative team while contributing to the organization’s financial health and operational excellence. If interested in this role, please call Melissa Tree at 808.452.0254. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements.</p><p><br></p><p>Responsibilities:</p><p>• Oversee and participate in the preparation of monthly financial closings, including revenue recognition, expense accruals, and variance analysis.</p><p>• Manage account reconciliations and ensure the accuracy of financial records through regular reviews and controls.</p><p>• Supervise Accounts Payable staff and provide guidance to Accounting Analysts as directed by the Controller.</p><p>• Coordinate and submit recredentialing applications for various facilities in compliance with payor requirements.</p><p>• Process payroll for assigned facilities, ensuring all adjustments, rate changes, and deductions are accurate and properly documented.</p><p>• Support audits and financial reviews by preparing schedules, responding to inquiries, and meeting documentation requests.</p><p>• Assist with the preparation of tax returns and other regulatory filings, compiling data as needed.</p><p>• Maintain and refine policies, procedures, and internal controls to enhance operational efficiency.</p><p>• Manage vendor files and the contract database to ensure accurate and up-to-date records.</p><p>• Contribute to the preparation of cost reports and financial information required for external reporting and compliance.</p>
<p>A start up in West LA is hiring an Office Manager / Executive Assistant to provide essential support to our executive team while managing smooth office operations. This role is perfect for someone who thrives in dynamic and fast-paced environments, has a keen eye for detail, and excels at balancing multiple responsibilities. The ideal candidate will handle administrative tasks with precision, foster operational excellence, and serve as a trusted partner to company leadership. This position requires full-time onsite work at West LA office.</p><p><br></p><p>Key Responsibilities</p><p>Executive Support</p><p>• Deliver comprehensive administrative assistance to executives, including managing schedules, coordinating travel, processing expenses, and preparing materials for meetings.</p><p>• Act as a bridge between executives and both internal and external stakeholders, ensuring efficient and accurate communication.</p><p>• Anticipate the needs of executives to streamline their workflows and improve overall efficiency.</p><p>Office Operations</p><p>• Oversee the daily operations of the office, working closely with building management and service vendors to maintain a productive and organized environment.</p><p>• Maintain inventory of office supplies, manage vendor contracts, and address facility-related requirements.</p><p>• Serve as the primary point of contact for office visitors, deliveries, and general inquiries.</p><p>• Organize logistics for team events, lunches, meetings, and other company-wide activities.</p><p>Operational/ HR Support</p><p>• Support People Operations with administrative activities, including onboarding and offboarding, as well as initiatives related to team engagement.</p><p>• Assist in onboarding new employees by collaborating with IT to ensure they have the necessary tools and experience a welcoming transition.</p><p>• Identify and implement strategies to improve workflows and enhance productivity across the office.</p><p><br></p><p>The ideal candidate will have 4+ years of office management, executive assistance, or administrative leadership roles, ideally in a fast-growth environment. Bachelor’s degree preferred; high school diploma or equivalent required. Proficiency with tools like Google Workspace, Slack, Zoom, and other productivity platforms. This is a direct hire opportunity and pay is $75-90k, based on experience.</p>
We are looking for a dedicated Administrative Assistant to join our team in Edison, New Jersey. As the primary face of the office, this position requires an attentive and welcoming demeanor to manage reception and administrative tasks effectively. This is a long-term contract opportunity offering a dynamic and collaborative work environment.<br><br>Responsibilities:<br>• Greet visitors and clients at the front desk, ensuring an attentive and welcoming experience.<br>• Oversee day-to-day reception and front office management, including conference room scheduling and readiness.<br>• Conduct daily walkthroughs of the facility to ensure cleanliness and adequate office supplies.<br>• Manage mailroom operations, including shipping tasks through FedEx and other carriers.<br>• Order and maintain supplies for the pantry, copiers, and general office needs.<br>• Coordinate with building management to address equipment maintenance and cleanliness.<br>• Assist with preparing for client visits and special events as needed.<br>• Ensure adherence to security protocols, including ID badge management.<br>• Provide support for printing requests and other administrative functions.<br>• Collaborate with team members to handle additional tasks assigned by the supervisor.
We are looking for a skilled HR/Accounting Administrative Assistant to join our team in Albuquerque, New Mexico. In this Contract to permanent position, you will play a pivotal role in providing administrative support across various departments, ensuring smooth daily operations. This opportunity is ideal for individuals who thrive in dynamic environments and are eager to contribute to both HR and accounting functions.<br><br>Responsibilities:<br>• Serve as the first point of contact for visitors and staff, creating a welcoming and detail-oriented environment.<br>• Prepare and manage documents such as reports, presentations, and budgets with accuracy and attention to detail.<br>• Maintain and organize company records, both physical and digital, ensuring accessibility and security.<br>• Assist with HR tasks including onboarding, offboarding, payroll, benefits administration, and employee training.<br>• Support accounting operations by handling bookkeeping, audits, and reconciliations.<br>• Coordinate office operations, including supply procurement, inventory management, and facility maintenance.<br>• Record and transcribe meeting minutes, and assist in planning company events.<br>• Conduct research on company technologies, market opportunities, and industry trends.<br>• Provide administrative support to the leadership team, ensuring seamless communication and workflow.
<p>We are looking for a dedicated Administrative Assistant to join our team in Savannah, Georgia. In this Contract-to-Permanent position, you will play a vital role in managing operations, supervising staff, and supporting various tasks. This opportunity is ideal for individuals with strong organizational skills and experience working with a library, museum, or bookstore. </p><p><br></p><p>Responsibilities:</p><p>• Oversee operations, including scheduling staff, interns, and volunteers 30 days in advance.</p><p>• Train and onboard new associates, ensuring adherence to established policies and procedures.</p><p>• Monitor staff productivity by setting goals, tracking metrics, and reporting updates to management.</p><p>• Address staffing issues in collaboration with management and Human Resources, enforcing compliance with institutional policies.</p><p>• Conduct facility and operational audits to ensure processes and procedures meet institutional needs.</p><p>• Collaborate with management to maintain quality and productivity standards for reference services.</p>
<p>A growing manufacturing company is seeking an Administrative Assistant to provide vital support to plant operations. This role is heavily focused on order entry, work order management, and reporting, in addition to broader administrative tasks that keep the plant running smoothly. Success in this position requires accuracy, attention to detail, strong organizational skills, and effective communication.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Perform accurate order entry by creating sales orders in the ERP system from customer purchase orders.</li><li>Generate work orders from existing quotes and print associated tags or labels.</li><li>Prepare and compile weekly reports using Microsoft Excel, including exporting and analyzing data.</li><li>Enter and reconcile daily production labor reports.</li><li>Maintain customer and vendor information.</li><li>Assist with timekeeping verification and labor tracking.</li><li>Provide administrative support for company events, training sessions, and audits.</li><li>Prepare correspondence, reports, and meeting documentation.</li><li>Maintain inventory and purchase office/non-operating supplies.</li><li>Coordinate with Shipping/Receiving and Accounting to ensure accurate receipt of purchased items in the ERP system.</li><li>Greet visitors, customers, and vendors entering the facility.</li><li>Answer and forward incoming calls as needed.</li><li>Provide backup support for other administrative staff as necessary.</li><li>Maintain records in compliance with company procedures.</li></ul><p>For immediate consideration, apply now or contact Bryan Rushing with Robert Half in Birmingham on LinkedIn.</p>
<p>Professional Services Receptionist </p><p><br></p><p>Our client, a leading law firm, with an office in downtown hiring is seeking a 5 plus years experienced Receptionist/Office Assistant to help support their office and provide exceptional customer service to clients, guests, and employees. This role is vital to maintaining seamless office operations and fostering strong relationships with attorneys, business professionals, and clients.</p><p>Key Responsibilities:</p><p>Answer and direct telephone calls, check voicemails, and assist with client inquiries.</p><p>Welcome visitors, log their information, and coordinate building access.</p><p>Schedule and maintain conference room reservations and meeting logistics, including food and AV support.</p><p>Assist with local arrangements such as restaurant reservations and transportation needs.</p><p>Maintain a secure and organized reception area and office environment.</p><p>Collaborate with facility management for maintenance requests and building issues.</p><p>Perform administrative tasks and other duties as assigned.</p><p>What You’ll Bring:</p><p>Outstanding communication and organizational skills.</p><p>Proficiency with office technology (e.g., Zoom, scheduling software).</p><p>Ability to manage multiple tasks in a professional environment.</p><p>Commitment to providing excellent customer service.</p><p>The firm offers an excellent pay and benefits. If you are qualified for this position, please email your resume to Director, mala.saraogi@roberthalf[dot][com] for immediate consideration!</p>
