75 results for Administrative Coordinator in Stockton, CA

Administrative Assistant We are in search of an Administrative Assistant to become a part of our team based in Oakland, California. The individual will be tasked with a variety of administrative and clerical duties in our industry. This role offers a long term contract employment opportunity. Responsibilities: • Accurately and efficiently process customer credit applications. • Maintain precise records of customer credit. • Take appropriate action by monitoring customer accounts. • Provide assistance on administrative issues and procedures to department directors. • Conduct special studies and prepare administrative reports. • Handle all types of visitors and telephone calls, making suitable referrals. • Assist in the installation of new programs and procedures, while evaluating existing ones. • Independently analyze data for various tasks. • Assist in the preparation of budgets for various projects. • Compose correspondence, procedural memoranda, and prepare reports. • Monitor attendance records and process industrial claims. • Maintain both confidential and administrative files.

Administrative Assistant We are seeking a Detail-Oriented Administrative Assistant for a contract position located Oakland, California. The role involves providing professional administrative support to a public agency and interacting with governing bodies, boards, and committees, as well as performing a variety of research, administrative, operational, and analytical duties. This position is hybrid (onsite in downtown Oakland 4 days per week, BART accessible), full time, Monday to Friday. The anticipated duration of this position is 3-5 months. Some of main duties for this position include front desk/receptionist duties as well as administrative support for multiple public meetings per month. Responsibilities: • Provide general administrative support to the governing bodies, boards, and committees.• Administer the public hearing process for board and committee meetings, ensuring compliance with regulatory and legislative requirements.• Record all official proceedings, prepare minutes, and ensure the maintenance of all proceedings of the board and committees.• Conduct studies, research projects, and analyses by selecting, adapting, and applying appropriate analytical, research, and statistical techniques.• Assist in resolving operational and administrative problems, identifying problem areas and issues.• Develop, organize, and direct the maintenance of assigned records maintenance systems and databases, ensuring data integrity.• Handle incoming telephone calls, take and deliver accurate messages, and respond to requests by gathering and providing information.• Manage a daily calendar of meetings and events, resolving any scheduling issues.• Prepare presentations, agendas, reports, special projects and other documents in support of objectives for the organization using Microsoft Word, Excel, PowerPoint.

Administrative Assistant We are currently seeking an organized and proactive Administrative Assistant on a contract basis with a non-profit client in Oakland. The successful candidate will play a critical role in ensuring efficient and smooth day-to-day operations of our office.Responsibilities:· Answering and directing phone calls to relevant staff.· Organizing and scheduling appointments with admin software.· Booking meeting rooms and conference facilities.· Data entry and maintaining records and files.· Liaising with staff, suppliers, and clients.· Preparing documents and reports.· Assisting with special projects as needed.

Sr. Administrative Assistant We are offering a contract for a Sr. Administrative Assistant role in the construction industry. Based in Modesto, California, this role involves a variety of administrative tasks in a dynamic construction office setting. Responsibilities: • Handle construction project correspondence and document management • Assist in processing contracts to subcontractors and purchase orders • Manage change orders to subcontractors • Ensure accurate data entry and maintenance of customer records • Conduct email correspondence and handle phone calls efficiently • Order and manage office supplies inventory • Process and maintain customer credit applications • Execute subcontractor bids and proposals • Utilize SAGE 300 for construction accounting activities • Perform other clerical duties as necessary.

Administrative Assistant We are offering a short-term contract employment opportunity for an Administrative Assistant located in Walnut Creek, California. As an Administrative Assistant, you will be primarily tasked with updating our new software database with client data, managing additional tasks from the HR and central operations departments, and maintaining a high level of customer service. Responsibilities• Handle the transfer of all client data into our recently implemented software database.• Manage extensive data entry tasks, including inputting names, addresses, and survey responses for each client.• Take on additional duties as required, including overflow projects from the HR and central operations departments.• Maintain a high level of detail and accuracy when working with client data and Excel spreadsheets.• Respond to customer inquiries and provide excellent customer service.• Coordinate inbound and outbound calls, as well as email correspondence.• Utilize Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word to effectively manage tasks and appointments.• Monitor client accounts and take necessary actions based on account status.

Administrative Assistant We are in the process of recruiting an Administrative Assistant for our firm in the Financial Services industry, based in Sacramento, California. In this role, you will be tasked with managing various administrative tasks such as scheduling, record maintenance, and client interaction. Responsibilities: • Facilitate the coordination and scheduling of presentations, meetings, and office visits, employing various platforms like Zoom.• Manage and update various contact records in our CRM, HubSpot, including those of clients, carriers, consultants, and administrative staff.• Troubleshoot IT issues.• Compile and prepare in-person presentations for both prospective and existing clients.• Schedule appointments for IT, maintenance, and other needs, ensuring their smooth execution.• Handle client paperwork processing, including applications and plan documents.• Record meeting minutes and keep track of action items.• Set up new client service agreements in DocuSign and prepare invoices and wire instructions.• Run monthly client reports and ensure their prompt delivery.• Prepare timelines and other relevant documents for potential client meetings.• Delegate tasks within the CRM and ensure all client records are kept current.

Administrative Assistant We are offering an exciting opportunity for an Administrative Assistant with a boutique litigation firm, based in Oakland, California. This role involves supporting our team by managing various administrative tasks, playing a crucial role in maintaining the smooth running of our office. Responsibilities:• Managing specific tasks and responsibilities to support the Office Manager• Handling office supplies and inventory, and placing orders when necessary• Ensuring efficient filing systems and records management• Distributing incoming mail and packages appropriately• Coordinating maintenance and repairs for office equipment and suite with building management• Scheduling meetings and managing calendars for the team• Assisting with accounts receivable, billing, and invoicing tasks• Assisting with accounts payable when required• Supporting the onboarding and training of new employees• Assisting with staff performance reviews and implementation of office policies and procedures• Participating in office-wide events and projects• Assisting with firm operational expenses alongside the bookkeeper• Addressing employee concerns and conflicts effectively.

Administrative Assistant We are seeking a detail-oriented and organized Part-Time Administrative Assistant to join our team. The ideal candidate will provide administrative support to ensure efficient operation of the office.Responsibilities:<ul><li>Perform general administrative tasks such as filing, data entry, and managing correspondence</li><li>Answer and direct phone calls, emails, and other inquiries</li><li>Schedule appointments and maintain calendars</li><li>Assist in preparing reports, documents, and presentations</li><li>Maintain office supplies and equipment, placing orders as needed</li><li>Provide support for special projects as assigned</li></ul>Qualifications:<ul><li>Proven administrative or assistant experience</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook)</li><li>Excellent time management and organizational skills</li><li>Strong written and verbal communication skills</li><li>Ability to multitask and prioritize effectively</li><li>High school diploma or equivalent required; additional qualifications a plus</li><li>Experience at a tax firm preferred</li></ul>

Administrative Assistant We are seeking an Administrative Assistant located in Napa, California. This role is crucial for the seamless functioning of our organization, involving a wide array of administrative tasks, meeting coordination, and front desk support. This opportunity offers a contract to permanent employment arrangement. Responsibilities: • Coordinating a variety of administrative tasks to ensure an effective workflow, including managing schedules and communications. • Providing front desk support, including greeting and directing visitors, managing incoming and outgoing mail, and fielding phone calls and inquiries. • Executing comprehensive meeting coordination, from scheduling and agenda preparation, to room and technology setup, to catering and event setup, and on-site coordination and cleanup. • Assisting with additional tasks as directed by leadership. • Collaborating with various departments to ensure smooth communication and coordination between teams. • Handling data entry and email correspondence. • Utilizing Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, for various administrative tasks. • Managing inbound and outbound calls and scheduling appointments. • Providing exceptional customer service.

Bilingual Administrative Assistant Key Responsibilities:<ol><li>General Administrative Support:</li></ol><ul><li>Perform day-to-day administrative tasks, such as managing schedules, arranging appointments, and maintaining organized filing systems.</li><li>Answer and direct phone calls, emails, and other correspondences in both Spanish and English.</li></ul><ol><li>Customer and Client Support:</li></ol><ul><li>Serve as the primary point of contact for Spanish-speaking clients, providing exceptional customer service and resolving inquiries.</li><li>Translate documents and communications from English to Spanish and vice versa as needed.</li></ul><ol><li>Document Management:</li></ol><ul><li>Prepare and revise documents, reports, and presentation materials in both languages.</li><li>Handle data entry and maintain accurate records across digital and paper systems.</li></ul><ol><li>Meeting Coordination:</li></ol><ul><li>Schedule and prepare meetings, including arranging interpreters when necessary.</li><li>Take notes and prepare meeting minutes in either language for distribution.</li></ul><ol><li>Bilingual Communication:</li></ol><ul><li>Facilitate communication across teams or clients that require Spanish-to-English or English-to-Spanish translation support.</li><li>Assist in representing the company to bilingual or Spanish-speaking markets.</li></ul><ol><li>Office Operations Support:</li></ol><ul><li>Order office supplies, handle incoming mail, and manage office equipment needs.</li><li>Assist with travel arrangements for team members, including itineraries and expense reporting.</li></ul>

Non-Profit Administrative Assistant We are collaborating with non-profit organizations to support their efforts in hiring a dedicated Non-Profit Administrative Assistant. Key Responsibilities: <ul><li>Serve as a primary point of contact for internal and external communication, including answering calls, responding to email inquiries, and scheduling appointments.</li><li>Provide general administrative support, including maintaining accurate records, preparing documents, and filing invoices and contracts in compliance with organizational policies.</li><li>Coordinate meetings, workshops, and events, including preparing agendas, arranging logistics, and documenting notes or action items.</li><li>Assist with data entry and updates to donor or program databases, ensuring data integrity for reports and donor correspondence.</li><li>Manage office supplies and maintain an organized and efficient office space.</li><li>Support team members with travel arrangements, expense tracking, and other needs as they carry out fundraising campaigns or programmatic efforts.</li><li>Collaborate with leadership on special projects to advance mission-driven goals.</li></ul>

Bilingual Administrative Assistant (Mandarin, Cantonese, or Key Responsibilities:<ol><li>Administrative Support</li></ol><ul><li>Perform general administrative duties, such as managing calendars, scheduling meetings, and organizing travel arrangements (Source: PDQ context:RH Acronym Guide.docxin).</li><li>Handle correspondence (emails, phone calls, and documents) in both English and Mandarin/Cantonese to support clear and effective communication.</li><li>Prepare and translate documents, reports, and presentations between English and Mandarin/Cantonese, ensuring linguistic accuracy and cultural sensitivity.</li></ul><ol><li>Customer and Team Coordination</li></ol><ul><li>Act as a primary point of contact (POC) for internal employees and external stakeholders, facilitating bilingual communication (Source: POC context:RH Acronym Guide.docxin).</li><li>Respond to inquiries and assist clients, customers, and team members in both Chinese and English.</li><li>Coordinate meetings, training sessions, and events that involve multilingual participants.</li></ul><ol><li>Data Management</li></ol><ul><li>Accurately maintain records, including documentation and filing systems, in compliance with company policies and confidentiality guidelines.</li><li>Input and manage data in relevant systems, ensuring information is updated and accessible for business operations.</li></ul><ol><li>Problem-Solving and Multitasking</li></ol><ul><li>Manage competing priorities while delivering high-quality administrative solutions.</li><li>Troubleshoot issues related to language barriers, resolving communication gaps effectively.</li></ul>

Customer Engagement Administrative Assistant We are offering a long term contract employment opportunity for a Customer Engagement Administrative Assistant in the transport industry, located in Stockton, California. This role involves processing customer applications, maintaining customer records, and resolving customer inquiries for our transportation department. Responsibilities: • Facilitate customer communication by answering and redirecting phone calls to the appropriate departments within the organization. • Provide comprehensive customer service, both in person and over the phone, ensuring customer satisfaction. • Handle sales transactions, including cash and credit card payments, and reconcile daily sales reports to maintain accurate financial records. • Respond to customer feedback via various channels, such as telephone, email, and in-person visits, and provide solutions that cater to their needs. • Utilize CRM software to maintain accurate records of customer interactions, transactions, feedback, and resolutions for future reference and reporting. • Use online and paper-based resources effectively to provide correct bus schedules, route information, and directions to passengers. • Assist with general office tasks, including filing, data entry, and record-keeping, to ensure efficient and organized operations.

General Administrative Assistant Responsibilities:<ul><li>Manage daily office operations, including scheduling meetings, maintaining calendars, and arranging travel as needed.</li><li>Serve as the first point of contact for clients, customers, and staff, providing professional and friendly communication.</li><li>Handle correspondence, such as emails, phone calls, and written communication.</li><li>Organize and maintain physical and digital filing systems to ensure records are accurate and accessible.</li><li>Assist in inventory management, including ordering and maintaining office supplies.</li><li>Support team members with data entry, document preparation, and routine reporting.</li><li>Coordinate and assist with special projects or events, ensuring all administrative tasks are completed on time.</li><li>Perform other related administrative duties as assigned.</li></ul>

Office Manager We are seeking a highly organized and responsible Office Manager to join our team. In this position, you will play a crucial role in streamlining our day-to-day operations and maintaining an enriching, productive work environment. The ideal candidate is detail-oriented, resourceful, and able to manage multiple tasks efficiently.Responsibilities:· Oversee and support all administrative duties in the office and ensure smooth operations.· Manage office supplies inventory and place orders as necessary.· Perform reception duties such as answering phones where necessary.· Manage office layout planning and office moves, and with office refurbishment.· Organize and maintain office common areas.· Perform as HR to coordinate and direct administrative support functions for the office.· Assisting in various daily operations.· Working with department managers to improve overall work environment and staff satisfaction.

Administrative Assistant We are seeking a highly organized and detail-oriented part-time Administrative Assistant to join our team for a 3-month term. Responsibilities:<ul><li>Assist with maintaining, updating and reviewing financial spreadsheets</li><li>Accept and log donations accurately and promptly</li><li>Assist with year end and system support tasks</li><li>Other administrative tasks as required</li></ul>

Bilingual Receptionist Bilingual Receptionist with fluency in required languages, English and Spanish or Cantonese to join our client’s team. This is a fantastic opportunity to play a vital role in creating a welcoming environment while showcasing your language and administrative expertise. Key Responsibilities:<ul><li>Professionally greet and assist visitors, clients, and employees, ensuring a positive first impression.</li><li>Handle and direct incoming phone calls, emails, and other inquiries in multiple languages with efficiency and accuracy.</li><li>Maintain a neat and organized front desk and reception area.</li><li>Schedule appointments, manage calendars, and ensure timely communication with stakeholders.</li><li>Provide accurate information about company products, services, or policies to customers in both languages.</li><li>Assist with administrative tasks, including data entry, filing, and record-keeping, to support various departments.</li><li>Coordinate mail distribution and courier services as needed.</li></ul>

Customer Service: Administrative Associate We are in the search for a Customer Service Administrative Assistant to a food industry manufacturing team located in San Leandro, California. In this role, you will assist with customer inquiries, maintain customer records, and assist with data entry and general administrative support. This contract is a fully onsite position, Monday-Friday 8AM-5PM. Duration is likely 3-6months.Pay is $25 an hourThe ideal candidate will assist with various administrative tasks, including:<ul><li>Managing incoming communications (phone calls, emails, etc.)</li><li>Organizing and maintaining files and records- Primarily in MS Excel and Oracle</li><li>Data entry and database management</li><li>Assisting with project coordination and reporting</li><li>Providing general office support to our Customer Service Representatives as needed </li></ul> Responsibilities: • Handle and resolve customer inquiries effectively• Monitor customer accounts and execute appropriate actions when necessary• Use your computer skills to manage computer-related issues and create Excel reports• Display excellent time management and rapidly switch between tasks amidst shifting priorities• Engage and listen attentively to our partners, making them feel comfortable and addressing their needs• Commit to delivering on your promises to customers and team members, always finding alternative paths to exceed expectations• Show a high level of reliability, commitment, and attendance• Make work enjoyable by adding a fun element to your daily tasks.

Office Manager Responsibilities:<ul><li>Manage and supervise administrative staff, including receptionists, administrative assistants, and office clerks</li><li>Oversee the maintenance of office equipment and facilities</li><li>Develop and implement office policies and procedures</li><li>Coordinate office activities and operations to secure efficiency and compliance with company policies</li><li>Manage office budget, including expenses for supplies and equipment</li><li>Handle scheduling, appointments, and travel arrangements for senior management</li><li>Organize and oversee office events, meetings, and conferences</li><li>Ensure proper filing and record-keeping systems are in place</li><li>Handle sensitive and confidential information with integrity and discretion</li><li>Address employee queries regarding office management issues (e.g., stationery, equipment, and travel arrangements)</li></ul>

Office Manager Come join a long-standing, well-established company located in Santa Clara. This permanent, in-office position is an excellent quality of life role that pays hourly $50/hour and has great benefits. Apply for consideration!<ul><li>This is a hybrid role between office manager a light bookkeeping. </li><li>This is a client facing role so need strong communication skills</li><li>QuickBooks experience is a MUST</li><li>Organization skills is a must</li></ul>Benefits:<ul><li>Medical through Kaiser after 60 days of service - Company contributes $600 per month to the employee directly.</li><li>Group Dental through Delta Dental after 60 days of service - Average cost for employee around $19/mo.</li></ul>Company Profit Sharing Plan after one year of service.

HR Coordinator We are in the process of hiring an HR Coordinator for our team based in Santa Clara, California. Operating in the financial services industry, the selected candidate will be entrusted with the task of efficiently managing administrative tasks such as tracking certificates and tools, as well as assisting in the onboarding process of Spanish-speaking electricians. This role offers a short term contract employment opportunity. Responsibilities: • Utilize Excel and Word to carry out administrative duties effectively • Oversee the tracking of electrician certificates to ensure all records are up to date • Monitor and track tools, ensuring they are properly accounted for • Assist in the onboarding process of primarily Spanish-speaking electricians • Leverage ADP - Financial Services and ADP Workforce Now to streamline operations • Utilize ATS - Asynchronous Transfer Mode for efficient data transfer • Apply Ceridian and Dayforce for human resources management • Utilize About Time for efficient workforce management • Conduct auditing and background checks to ensure compliance and security • Perform benefit functions and maintain effective communication with all stakeholders.

Facilities Coordinator Job Description: Facilities Coordinator We are seeking a highly organized and detail-oriented Facilities Coordinator to manage and support the daily operations of our office environment. The ideal candidate will bring 1–3 years of relevant experience and demonstrate strong skills in facilities management, communication, and problem-solving. This role is key to ensuring our workspaces remain safe, functional, and efficient for all employees.Key Responsibilities:<ul><li>Oversee routine facility maintenance, repairs, and inspections to ensure compliance with safety and operational standards.</li><li>Coordinate with vendors, contractors, and service providers for building services, such as cleaning, security, and equipment maintenance.</li><li>Manage office supplies inventory and procurement to maintain a well-stocked work environment.</li><li>Serve as the primary point of contact for facility-related issues and inquiries from employees and stakeholders.</li><li>Assist with space planning, office moves, and furniture/equipment setups to accommodate organizational needs.</li><li>Maintain updated records of facility operations, maintenance schedules, and vendor agreements.</li><li>Support environmental health, safety, and sustainability initiatives within the workplace.</li></ul>

Facilities Coordinator Position Overview:The Facilities Coordinator plays a vital role in ensuring the smooth operation and maintenance of our organization’s facilities. This position requires someone detail-oriented with strong organizational and communication skills to manage building repairs, vendor relations, safety compliance, space allocation, inventory tracking, and general facility oversight. Success in this role demands adaptability, initiative, and problem-solving capabilities. Key Responsibilities:<ol><li>Maintenance Management:</li></ol><ul><li>Arrange and supervise building repairs to maintain a safe and functional environment.</li><li>Coordinate with service providers to resolve maintenance issues promptly.</li></ul><ol><li>Vendor Management:</li></ol><ul><li>Collaborate with external vendors for services, including cleaning, landscaping, and security.</li><li>Monitor vendor performance and ensure contracts are upheld.</li></ul><ol><li>Safety and Compliance:</li></ol><ul><li>Ensure all facilities comply with safety regulations.</li><li>Conduct regular facility inspections and implement corrective actions when necessary.</li><li>Develop and communicate emergency preparedness plans.</li></ul><ol><li>Space Management:</li></ol><ul><li>Maintain an updated record of office space utilization.</li><li>Coordinate office moves and seating arrangements as required.</li></ul><ol><li>Inventory Management:</li></ol><ul><li>Monitor and replenish supplies and equipment inventories.</li><li>Ensure efficient use of resources to avoid overstocking or shortages.</li></ul><ol><li>Security Oversight:</li></ol><ul><li>Implement and monitor security measures to safeguard employees, visitors, and assets.</li><li>Respond promptly to security incidents.</li></ul><ol><li>Budget Contributions:</li></ol><ul><li>Assist in managing the facilities budget, monitoring expenses, and identifying cost-saving opportunities.</li></ul><ol><li>Communication Point:</li></ol><ul><li>Act as the main contact for facility-related inquiries.</li><li>Collaborate with multiple departments and address concerns efficiently.</li></ul>

Project Coordinator The Role & Responsibility is to be responsible for assisting the Project Managers with assigned projects and assisting with compliance of office procedures. Handle the flow of paperwork from the inception of the project thru the close out of the project. The employee may have up to 20 projects running simultaneously in different stages of completion. Attention to details, significant organizational skills, accuracy and timeliness are required attributes for each job to run smoothly. <ul><li>Schedule hand-off meetings, send out invites, and coordinate meeting logistics</li><li>Assist PM & Superintendent as directed to help execute the project</li><li>Work with the project team to streamline and improve processes and procedures</li><li>Create and maintain all project files, both physical and electronic</li><li>Input data into View Point and Heavy Job</li><li>Obtain contracts from clients, submit to legal for review or markups, and route for proper signatures</li><li>Request Bonds and Insurance</li><li>Submit Pre-lien information</li><li>Process BAAQMD notifications and any other required notifications</li><li>Assist with Certified Payroll forms and submission of DAS forms</li><li>Process OCIP required paperwork</li><li>Assist in processing submittals and coordinating with suppliers through approval</li><li>Track and log startup & closeout requirements</li><li>Issue POs, Subcontracts, and Change Orders as directed</li><li>Collect, verify, and process material delivery packing slips and verify against POs</li><li>Create, track, and log Requests for Quotations from subcontractors and suppliers</li><li>Compile & submit monthly lien releases</li><li>Maintain up-to-date license and insurance information on Subcontractors</li><li>Act as the main person to interface between the project and accounting, ensuring that invoices, billings, job cost, AP & payroll are processed thoroughly, accurately, and timely</li><li>Process monthly billings and maintain contact with owner or client</li><li>Collect funds and manage collections</li><li>Collect, organize, and archive daily work reports, daily logs, load tags, subcontractor daily reports, and truck tags using standardized company electronic document control procedures</li><li>Collect and log transportation and disposal information</li><li>Participate in weekly operations meetings</li><li>Execute and submit pre-qualification questionnaires</li><li>Assist estimating department with Bid Packages and proposals, creating bid forms per bid documents, obtaining bid bonds, and Certificates of Insurance</li><li>Perform other administrative duties as directed by management</li></ul>

Front Desk Coordinator We are on the lookout for a diligent Front Desk Coordinator to be part of our dynamic team located in Santa Clara, California. This role entails a blend of administrative tasks and customer service duties in a dual workspace setting, facilitating interactions with both office staff and warehouse workers. The Front Desk Coordinator will serve as the initial contact point for visitors, thereby playing a pivotal role in our operations. Key responsibilities: • Efficiently managing and directing incoming calls to the appropriate parties. • Warmly welcoming and assisting visitors and customers upon their arrival. • Undertaking data entry tasks with a high level of accuracy. • Organizing documents and handling filing tasks as required. • Assisting in the preparation of shipping paperwork, which includes staging orders in the morning and completing necessary documentation. • Providing broad-ranging administrative support to ensure smooth daily operations. • Leveraging interpersonal skills to provide exceptional customer service. • Utilizing Microsoft Office Suite (Word, Excel, Outlook) to perform various tasks.