<p>This role is for someone who finds satisfaction in <strong>accuracy, organization, and clarity</strong>. Our client is seeking a <strong>Business Records & Administrative Coordinator</strong> to ensure critical business data, files, and documentation are maintained with precision. You’ll support leadership by keeping records clean, accessible, and audit-ready — a role that’s essential but often underappreciated.</p><p><br></p><p><strong>Core Responsibilities</strong></p><ul><li>Maintain and update business records across digital and physical systems</li><li>Review documents for accuracy and completeness</li><li>Enter and verify data in internal databases and spreadsheets</li><li>Support reporting, audits, and document requests</li><li>Coordinate file organization and retention processes</li><li>Assist leadership with administrative and operational tasks</li><li>Protect confidentiality and data integrity at all times</li></ul><p><br></p>
<p>*** This role can sit in LOS ANGELES (DOWNTOWN) or ORANGE COUNTY (IRVINE) or SAN DIEGO (DOWNTOWN) ***</p><p><br></p><p>A state-wide law firm with over 100 attorneys and offices in San Francisco, San Diego, Ventura County, and Costa Mesa is seeking a Legal Administrative Assistant (Legal Secretary).</p><p> </p><p>The San Diego office has 8 attorneys, 2 legal assistants, 1 paralegal, 1 receptionists/admin, 1 office services clerk/IT clerk, and 1 part time file clerk. This firm is like a boutique firm within a regional firm: great resources but intimate team.</p><p> </p><p><strong><u>Responsibilities of Role</u>: </strong></p><p>Very busy desk: civil litigation, including labor & employment and business law. Must be familiar with:</p><ul><li>trial prep</li><li>litigation calendaring (no docket clerk)</li><li>TOA/TOCs</li><li>eFiling (60% state, 40% federal, occasional appellate – but the latter is not a deal breaker)</li><li>discovery shells (from macros)</li><li>redlining legal documents</li></ul><p>Fluency in the following software is helpful: CompuLaw for calendaring, Best Authority for TOA/TOCs, iManage for document management, and Adobe for bate stamping.</p><p> </p><p><strong><u>Perks of Firm</u></strong>:</p><p>· Firm has an in-house trainer who helps get people set up</p><p>· Laid back environment</p><p>· Longevity of staff</p><p>· Strong benefits – besides standard benefits, the firm covers EAP counseling, travel allowance, and supplemental insurance</p><p>· Staff appreciation lunches, birthday celebrations, holiday gifts, raffles, prizes</p><p>· LA and SD team work very closely/collaboratively with each other and share work. Thus, there is never trouble hitting paralegals. </p>
<p>Our client, a dedicated and mission-driven nonprofit organization, is seeking a proactive and detail-oriented Administrative Assistant to join their team. This is an excellent opportunity to make a meaningful impact while supporting a passionate group committed to positive community change.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide comprehensive administrative support, including scheduling, correspondence, and file management.</li><li>Coordinate meeting logistics, prepare agendas, and document minutes.</li><li>Support fundraising and outreach initiatives with database updates, donor communications, and event logistics.</li><li>Manage office supplies, equipment, and liaise with vendors as needed.</li><li>Assist with budget tracking, invoice processing, and financial reporting tasks.</li><li>Serve as the first point of contact for visitors, donors, and volunteers—delivering exceptional customer service.</li><li>Maintain digital and paper records in compliance with organizational policies.</li><li>Perform other administrative duties as assigned to ensure smooth day-to-day operations.</li></ul><p><br></p>
<p>We are looking for a dedicated Administrative Assistant to join our team in San Diego, California. In this role, you will play a pivotal part in ensuring smooth office operations, supporting leadership, and maintaining a welcoming and detail-oriented environment for staff and visitors. The ideal candidate thrives in a dynamic setting and demonstrates exceptional organizational and communication skills.</p><p><br></p><p>Responsibilities:</p><p>• Greet and check in visitors, oversee front-door access, and ensure a positive reception experience.</p><p>• Manage and respond to communications in a shared inbox, routing inquiries as necessary.</p><p>• Maintain team calendars, schedules, and action items to support alignment and timely progress.</p><p>• Track and order office supplies, ensuring inventory is consistently stocked and organized.</p><p>• Organize weekly in-office events, including planning, setup, ordering items, and post-event clean-up.</p><p>• Prepare welcome kits for new employees, including equipment and branded materials.</p><p>• Provide administrative support to leadership and various departments as needed.</p><p>• Act as the primary point of contact for day-to-day office operations and general assistance.</p><p>• Uphold confidentiality and sound judgment in all interactions with staff.</p><p>• Ensure all tasks are completed with precision and attention to detail.</p>
We are looking for a skilled Administrative Assistant to join our team in Costa Mesa, California. This is a Contract to permanent position, offering an excellent opportunity for growth and development. The role requires an individual with strong communication skills and the ability to manage vendor relations and procurement processes efficiently.<br><br>Responsibilities:<br>• Assist with onboarding suppliers into the company's procurement system, ensuring all necessary information is accurately recorded.<br>• Manage purchase orders and invoicing processes, maintaining precise documentation and timely follow-ups.<br>• Communicate effectively with vendors to address inquiries and resolve any issues.<br>• Coordinate vendor relationships and maintain strong collaboration to support procurement needs.<br>• Perform data entry tasks with a high degree of accuracy and attention to detail.<br>• Provide administrative support to the Indirect Procurement Manager and other team members as needed.<br>• Handle incoming calls with a high standard of service, directing inquiries to the appropriate departments.<br>• Utilize Oracle and other relevant software systems to support procurement and administrative tasks.<br>• Maintain a smart casual appearance while representing the organization in a manner that reflects attention to detail.<br>• Ensure efficient organization of office operations and administrative functions.
<p>A growing construction and development firm in Oceanside is seeking a proactive and energetic <strong>Administrative Assistant</strong> to support project managers and office leadership. This role is ideal for someone who thrives in a fast-paced environment where organization and communication drive success. You’ll play a key role in keeping projects moving forward, ensuring documentation is accurate, and supporting both field and office operations.</p><p><br></p><p><strong>Core Responsibilities</strong></p><ul><li>Coordinate project documentation and maintain organized job files</li><li>Assist with scheduling meetings, site visits, and subcontractor coordination</li><li>Prepare proposals, contracts, and change order documentation</li><li>Track project timelines and assist with status reporting</li><li>Communicate with vendors, subcontractors, and internal teams</li><li>Maintain office supplies and coordinate administrative logistics</li><li>Support accounting with invoice tracking and document collection</li></ul>
<p>At Robert Half, our mission is to bring great companies and skilled talent together to help build successful businesses and rewarding careers. We are seeking a motivated Administrative Assistant to join our client’s team and provide essential support to ensure efficient office operations.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Greet and direct visitors, clients, and staff in a professional manner</li><li>Manage incoming calls, correspondence, and email communications</li><li>Schedule appointments, maintain calendars, and coordinate meetings</li><li>Prepare, proofread, and edit documents, reports, and presentations</li><li>Organize and maintain digital and physical filing systems</li><li>Assist with data entry, recordkeeping, and office supply inventory</li><li>Support various departments with administrative projects and tasks as needed</li><li>Uphold confidentiality of sensitive information and documents</li><li>Contribute to a positive, collaborative office culture</li></ul><p><br></p>
<p>At Robert Half, we specialize in connecting skilled administrative professionals with industry-leading organizations. Our client is seeking a Senior Administrative Assistant to provide advanced support to management and help drive operational efficiency.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage complex calendars, schedule meetings, and coordinate executive travel</li><li>Prepare correspondence, presentations, reports, and other documents</li><li>Assist with confidential projects and support high-level decision makers</li><li>Oversee workflow automation and contribute to process improvements</li><li>Organize and prioritize requests for leadership; anticipate needs proactively</li><li>Support event planning, cross-functional projects, and team collaboration</li><li>Liaise between executives and internal/external stakeholders</li><li>Maintain accurate records, files, and databases</li></ul><p><br></p>
<p>Our client, a respected non-profit organization committed to making a positive impact in the community, is seeking a proactive and detail-oriented Administrative Assistant. This is an excellent opportunity to join a mission-driven team and provide essential support to their daily operations.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide comprehensive administrative support, including scheduling meetings, managing correspondence, and maintaining organized filing systems.</li><li>Assist with document preparation, data entry, and the creation of presentations or reports.</li><li>Support project coordination and help with event logistics as needed.</li><li>Greet and assist visitors, answer phone calls, and direct inquiries to appropriate team members.</li><li>Order office supplies and ensure operational needs are met.</li><li>Maintain digital and paper records in compliance with organizational standards.</li></ul><p><br></p>
We are looking for an Administrative Assistant to support document updates, file management, and organizational tasks. This is a contract position for 4-6 weeks, based in Newport Beach, California. The ideal candidate will excel in administrative duties, ensuring accuracy and consistency across templates and documents while providing efficient organizational support.<br><br>Responsibilities:<br>• Revise and update listing agreement templates with accurate entity and organizational information specific to each state.<br>• Integrate required agency disclosures into relevant agreements and documents.<br>• Standardize entity-related language across multiple document sets to ensure uniformity.<br>• Maintain formatting consistency throughout all templates to uphold high standards.<br>• Develop and optimize templates for various listing documents.<br>• Organize folders and files within Egnyte to streamline access and management.<br>• Build comprehensive due diligence libraries and deal folders to support brokers effectively.<br>• Assist in creating and updating Standard Operating Procedures (SOPs) as necessary.
<p>Our client, a leading institution in the education sector, is seeking a proactive and highly organized Senior Administrative Assistant to provide comprehensive support to their leadership and academic teams. This is an excellent opportunity for an experienced administrative professional to make an impact in a collaborative, mission-focused environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level administrative support, including managing complex calendars, coordinating meetings, and preparing agendas and materials for leadership.</li><li>Draft and edit correspondence, presentations, and reports for internal and external audiences.</li><li>Serve as a liaison between faculty, staff, students, and external partners, fostering clear communication and collaboration.</li><li>Coordinate the logistics of special events, conferences, and academic programs.</li><li>Maintain confidential records and manage sensitive information with discretion.</li><li>Assist with financial processes such as budget tracking, invoices, and expense reporting.</li><li>Support special projects and initiatives led by leadership.</li></ul><p><br></p>
<p>At Robert Half, we connect skilled professionals with top organizations to build successful businesses and rewarding careers. We are seeking a detail-oriented Human Resources Coordinator to support HR operations and foster a positive workplace environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Assist with onboarding/offboarding and employee orientation processes</li><li>Maintain and update employee records and HR databases</li><li>Provide support in benefits administration and payroll coordination</li><li>Respond to employee inquiries regarding HR policies, procedures, and benefits</li><li>Coordinate and schedule interviews and meetings for HR and management teams</li><li>Assist with compliance activities, reporting, and documentation</li><li>Contribute to HR projects and support the delivery of employee programs</li><li>Ensure timely completion of HR administrative tasks and uphold confidentiality</li></ul><p><br></p>
<p>A thriving healthcare organization in Carlsbad is seeking a highly organized and polished <strong>Administrative Assistant</strong> to support executive leadership and clinical operations. This is more than a support role — this person will be the operational anchor that keeps departments aligned, schedules optimized, and communication flowing. If you are someone who thrives in structured environments, enjoys creating order out of complexity, and takes pride in anticipating needs before they arise, this is your opportunity to make a visible impact.</p><p><br></p><p><strong>What You’ll Be Responsible For</strong></p><ul><li>Managing complex calendars and coordinating internal and external meetings</li><li>Preparing reports, correspondence, and executive presentations</li><li>Handling confidential documents and maintaining secure filing systems</li><li>Supporting departmental budgeting and expense tracking</li><li>Acting as liaison between leadership, vendors, and internal staff</li><li>Coordinating travel, scheduling, and high-level administrative logistics</li><li>Assisting with process improvements to enhance office efficiency</li><li>Maintaining organized digital records and shared documentation systems</li></ul><p><br></p>
<p>At Robert Half, we connect outstanding professionals with organizations that value growth, innovation, and collaboration. We are looking for an HR Assistant to support daily operations and ensure the seamless execution of our client’s human resources functions.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Assist with new hire onboarding and orientation</li><li>Manage employee records and maintain HR databases</li><li>Provide administrative support for payroll and benefits processes</li><li>Respond to employee inquiries regarding HR policies and procedures</li><li>Schedule interviews, meetings, and training sessions</li><li>Help with compliance documentation and reporting</li><li>Support HR projects and contribute to a positive workplace culture</li><li>Handle confidential information with discretion</li></ul><p><br></p>
We are looking for a motivated Account Coordinator to join our team in Newport Beach, California. This long-term contract position offers an excellent opportunity to contribute to a detail-oriented services environment by supporting marketing and branding initiatives. The role involves collaborating with multiple departments to execute projects efficiently and ensure client satisfaction.<br><br>Responsibilities:<br>• Provide administrative and project support to account executives and managers, ensuring smooth operations and timely delivery.<br>• Coordinate project timelines, manage creative asset trafficking, and ensure deliverables meet quality standards and client expectations.<br>• Organize and schedule client meetings, team discussions, and presentations to facilitate seamless communication.<br>• Assist in the execution of marketing campaigns, including tracking social media activities, coordinating with vendors, and conducting competitor research.<br>• Prepare and manage sales contracts, campaign reports, and meeting agendas to support the account services team.<br>• Maintain and update client databases to ensure accurate and accessible records.<br>• Act as a liaison between internal teams and clients to address inquiries and resolve issues promptly.<br>• Monitor billing functions and ensure all administrative tasks are completed efficiently.<br>• Collaborate with cross-functional teams to enhance service delivery and support strategic business goals.<br>• Order office supplies and manage inventory to ensure the workspace remains organized and functional.
<p>We are looking for an experienced <strong>IT Project Coordinator</strong> to join our team on a long-term contract basis in San Diego, California. In this role, you will support the IT department with administrative, project coordination, and reporting tasks, ensuring smooth operations and efficient workflows. This position offers an excellent opportunity for a detail-oriented individual to contribute to the success of IT initiatives while collaborating across departments.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Manage daily administrative tasks for the IT department, including scheduling meetings, preparing agendas, and coordinating follow-ups.</p><p>• Organize department-wide meetings and work sessions, handling logistics, materials, and tracking action items.</p><p>• Monitor and update budget trackers, reconcile invoices, and address any discrepancies in expense reports.</p><p>• Collaborate with IT leaders to coordinate small to mid-size projects by maintaining schedules, task lists, and project plans.</p><p>• Develop and maintain project trackers, status logs, and ensure timely follow-ups to keep tasks progressing.</p><p>• Create project-related communications such as updates, reports, and presentation materials for stakeholders.</p><p>• Execute small, well-defined projects from start to finish, such as process improvements or tool rollouts, under IT leadership guidance.</p><p>• Build and maintain detailed reports in Excel, utilizing advanced features like pivot tables and charts to present data clearly.</p><p>• Assist in compiling recurring IT reports by gathering metrics and summaries from various sources.</p><p>• Document and maintain IT processes, procedures, and checklists in designated repositories for easy access and reference.</p>
We are looking for an experienced IT Project Coordinator to join our team on a long-term contract basis in San Diego, California. In this role, you will support the IT department with administrative, project coordination, and reporting tasks, ensuring smooth operations and efficient workflows. This position offers an excellent opportunity for a detail-oriented individual to contribute to the success of IT initiatives while collaborating across departments.<br><br>Responsibilities:<br>• Manage daily administrative tasks for the IT department, including scheduling meetings, preparing agendas, and coordinating follow-ups.<br>• Organize department-wide meetings and work sessions, handling logistics, materials, and tracking action items.<br>• Monitor and update budget trackers, reconcile invoices, and address any discrepancies in expense reports.<br>• Collaborate with IT leaders to coordinate small to mid-size projects by maintaining schedules, task lists, and project plans.<br>• Develop and maintain project trackers, status logs, and ensure timely follow-ups to keep tasks progressing.<br>• Create project-related communications such as updates, reports, and presentation materials for stakeholders.<br>• Execute small, well-defined projects from start to finish, such as process improvements or tool rollouts, under IT leadership guidance.<br>• Build and maintain detailed reports in Excel, utilizing advanced features like pivot tables and charts to present data clearly.<br>• Assist in compiling recurring IT reports by gathering metrics and summaries from various sources.<br>• Document and maintain IT processes, procedures, and checklists in designated repositories for easy access and reference.
<p>A well-established recreational organization in Rancho Bernardo is seeking a dynamic and highly organized <strong>HR Coordinator</strong> to support a diverse workforce of full-time, part-time, and seasonal employees.</p><p>This role blends administrative excellence with meaningful employee interaction. You will be instrumental in recruitment efforts, employee engagement initiatives, and compliance tracking — helping maintain a positive and thriving workplace culture.</p><p><br></p><p><strong>Primary Responsibilities</strong></p><ul><li>Coordinate hiring campaigns and seasonal recruitment efforts</li><li>Manage onboarding, background checks, and employee documentation</li><li>Assist with benefits enrollment and leave administration</li><li>Maintain compliance with California employment regulations</li><li>Track certifications, training renewals, and performance documentation</li><li>Provide frontline HR support for employee inquiries</li><li>Support employee recognition and engagement initiatives</li><li>Assist with HR reporting and workforce analytics</li></ul><p><br></p>
<p>A premier hospitality property in Carlsbad is hiring a <strong>Guest Experience Office Coordinator</strong> to support front desk operations, internal communications, and guest service administration. You’ll be the connective tissue between guests, operations teams, and management — ensuring every encounter is seamless and memorable.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Greet guests in a warm and professional manner</li><li>Manage guest check-ins, reservations, and inquiries</li><li>Coordinate internal communications between front desk, housekeeping, and maintenance</li><li>Assist with billing inquiries, payment processing, and record management</li><li>Perform clerical duties including document preparation, filing, and reporting</li><li>Support scheduling for guest services, events, and special requests</li><li>Maintain guest databases with accuracy and confidentiality</li><li>Handle guest concerns proactively with empathy and efficiency</li></ul><p><br></p>
<p>Robert Half is seeking a highly experienced Senior Executive Assistant to provide top-level administrative support for senior executives within our organization. This is an outstanding opportunity for a proactive, detail-oriented professional who thrives in a fast-paced, dynamic environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide comprehensive administrative and executive support to senior leadership, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.</li><li>Prepare, proofread, and edit correspondence, reports, and presentations with exceptional attention to detail.</li><li>Act as a liaison between senior executives and internal/external stakeholders, ensuring effective communication and professionalism at all times.</li><li>Handle highly confidential information with discretion and integrity.</li><li>Coordinate and support high-level meetings, including preparing agendas, materials, and meeting minutes.</li><li>Assist with special projects and initiatives as directed by executive leadership.</li></ul><p><br></p>
<p>A busy medical practice in Oceanside is seeking a highly organized and patient-focused <strong>Office Manager</strong> to oversee front office operations, administrative staff, and practice workflows. This role requires a strong understanding of healthcare administration, team leadership, and operational efficiency. The Office Manager will ensure smooth daily operations while supporting both staff and providers.</p><p><br></p><p><strong>Responsibilities</strong></p><ul><li>Manage front office staff, scheduling, and daily workflows</li><li>Oversee patient intake, billing coordination, and administrative processes</li><li>Ensure compliance with healthcare regulations and internal policies</li><li>Support HR functions including hiring, onboarding, and staff training</li><li>Manage office budgets, supplies, and vendor relationships</li><li>Address patient concerns and operational issues</li><li>Collaborate with providers and leadership on practice improvements</li></ul>
<p><strong>About the Company</strong></p><p> Our client is a well-established commercial property management company overseeing a diverse portfolio of office and mixed-use properties. They are known for their collaborative team environment, strong operational standards, and commitment to delivering excellent service to tenants and ownership groups.</p><p><strong>Position Overview</strong></p><p> The Property Coordinator will support day-to-day property operations and serve as a key administrative and client-facing resource for the property management team. This role is ideal for a detail-oriented professional with strong organizational skills who enjoys working in a fast-paced commercial real estate environment.</p><p><strong>Key Responsibilities</strong></p><ul><li>Provide administrative support to Property Managers across multiple commercial properties</li><li>Serve as a point of contact for tenants, vendors, and internal stakeholders</li><li>Coordinate work orders, maintenance requests, and vendor scheduling</li><li>Assist with accounts payable and receivable, including invoice processing and coding</li><li>Maintain property files, tenant records, and lease documentation</li><li>Support budget tracking, expense reporting, and financial reconciliation</li><li>Assist with property inspections and follow up on corrective actions</li><li>Prepare correspondence, reports, and operational summaries as needed</li><li>Ensure compliance with company policies and property management procedures</li></ul><p><br></p>
<p>A busy and patient-focused healthcare practice in Oceanside is seeking an organized and personable <strong>Office Coordinator</strong> to serve as the central hub of daily administrative operations. This role is ideal for someone who enjoys being the go-to person for scheduling, communication, and ensuring that both patients and clinical teams have a smooth, seamless experience.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Serve as the first point of contact for patients and visitors with a friendly, professional demeanor</li><li>Manage multi-line phone systems, scheduling, and appointment confirmation</li><li>Coordinate patient check-in/check-out and paperwork flow</li><li>Maintain office supplies, coordinate vendor support, and ensure clinical areas are organized</li><li>Assist with data entry and clerical tasks including filing, scanning, and database updates</li><li>Support patient referrals, authorizations, and follow-up communications</li><li>Work with clinical and administrative staff to streamline office routines</li><li>Prepare daily reports and assist with billing support inquiries</li></ul><p><br></p>
<p>Our client, a respected nonprofit organization dedicated to community impact and meaningful change, is seeking a highly organized and proactive Executive Assistant to support senior leadership. This is an excellent opportunity to contribute directly to a vital mission and collaborate in an environment driven by purpose.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide comprehensive administrative support to the executive team, ensuring efficiency in daily operations.</li><li>Manage calendars, schedule meetings, and coordinate travel arrangements with attention to detail.</li><li>Prepare correspondence, presentations, and reports for internal and external stakeholders.</li><li>Organize and support board meetings, including agenda creation, minute-taking, and follow-ups.</li><li>Serve as a liaison between executives, staff, donors, and community partners—maintaining professionalism and confidentiality.</li><li>Support fundraising initiatives, donor relations, and event planning.</li><li>Maintain and organize sensitive documents, files, and records.</li><li>Assist with special projects and other administrative tasks as assigned.</li></ul><p><br></p>
<p>Our client, a leading property management organization, is seeking a detail-oriented and resourceful Human Resources Coordinator to join their team. This is an excellent opportunity to support HR functioning within a dynamic and growing real estate environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Assist with recruitment processes, including posting job openings, screening resumes, coordinating interviews, and onboarding new hires.</li><li>Maintain employee records and ensure documentation is up-to-date and compliant with company policies.</li><li>Support benefits administration, including enrollments, changes, and communicating with providers.</li><li>Coordinate HR-related training, workshops, and compliance initiatives across the company’s property portfolio.</li><li>Respond to employee inquiries on policies, procedures, and HR programs with professionalism and confidentiality.</li><li>Track key HR metrics such as attendance, turnover, and performance reviews.</li><li>Assist with payroll processing and timekeeping support as needed.</li><li>Support HR Manager and broader team with projects and administrative tasks.</li></ul><p><br></p>
