62 results for Office Coordinator in Vista, CA

Administrative Coordinator A growing company in Rancho Santa Fe, CA is seeking an organized and proactive Administrative Coordinator to join their team. This role is vital to supporting daily operations and ensuring the smooth execution of administrative tasks across various departments. If you're a highly organized professional who thrives in a fast-paced environment and enjoys ensuring everything is running efficiently, this could be the perfect role for you! Key Responsibilities:Coordination & Administrative Support:<ul><li>Manage and coordinate schedules, meetings, and appointments across departments.</li><li>Assist in the preparation of reports, presentations, and other professional correspondence.</li><li>Monitor and order office supplies to ensure all team members have the tools they need to succeed.</li></ul>Communication Management:<ul><li>Act as a point of contact between departments and external vendors or clients to ensure smooth communication.</li><li>Respond to inquiries via phone, email, or in-person contact promptly and professionally.</li></ul>Organizational Efficiency:<ul><li>Help establish and maintain operational processes to optimize workflow and improve productivity.</li><li>Keep records up-to-date and organized, including confidential documents and filing systems.</li></ul>

Office Manager A reputable organization in Carlsbad, CA is looking for an experienced Office Manager to oversee daily office operations and ensure the workplace runs efficiently. The ideal candidate is confident, organized, and able to lead by example when managing administrative functions and supporting staff. This is an excellent opportunity for someone who thrives in a leadership role and enjoys building strong teams and processes! Key Responsibilities:<ul><li>Manage day-to-day office operations, ensuring a productive and positive work environment.</li><li>Maintain office equipment and technology, troubleshooting issues as they arise.</li><li>Develop and implement office procedures and policies to enhance operational efficiency.</li><li>Supervise administrative staff, including performance evaluations and coaching.</li><li>Organize office meetings, events, and team-building activities.</li><li>Act as a liaison between management and staff to foster a supportive workplace culture.</li><li>Oversee budgets related to office supplies, equipment, and administrative needs.</li><li>Process invoices and vendor agreements in collaboration with the accounts payable team.</li></ul>

Administrative Assistant We are offering a permanent employment opportunity for an Administrative Assistant in Costa Mesa, California, 92626, United States. The selected candidate will be an integral part of our team, ensuring the smooth and efficient operation of our office environment. This role encompasses a variety of administrative tasks, from handling customer inquiries to managing office supplies. Responsibilities:• Provide comprehensive administrative support to facilitate office operations• Handle and resolve customer inquiries in a timely and detail oriented manner• Use Microsoft Office and Microsoft Office 365 to maintain and manage customer records• Ensure the implementation of administrative policies and procedures• Order and manage office supplies to ensure an efficient workplace• Oversee the stocking of the kitchen and other common areas• Process and monitor customer credit applications, ensuring accuracy and efficiency• Perform various administrative tasks as required, demonstrating a 'can do' mentality.

Office Manager Are you a natural leader with excellent organizational skills? Robert Half is seeking an experienced Office Manager to supervise administrative operations for a growing organization in Solana Beach, CA. In this role, you’ll oversee daily procedures, maintain a positive office culture, and manage resources to ensure the team’s success. Key Responsibilities:<ul><li>Lead office administrative staff by coordinating schedules, assigning tasks, and ensuring efficient workflow.</li><li>Manage daily office operations, including maintaining supplies inventory and vendor relationships.</li><li>Act as a liaison between management and staff to ensure clear communication and goal alignment.</li><li>Oversee budget tracking and expense reporting for the department.</li><li>Organize meetings, training sessions, and team-building activities.</li><li>Ensure compliance with procedures, policies, and regulations to promote a safe and productive workplace environment.</li><li>Help implement systems and tools to improve operational efficiencies.</li></ul>

Administrative Assistant We are seeking a highly organized and professional Administrative Assistant to join our team. The ideal candidate will play a vital role in ensuring the smooth operation of our day-to-day activities by providing administrative and clerical support to multiple departments. Key Responsibilities:<ul><li>Manage and organize schedules, appointments, and meetings on behalf of management or staff.</li><li>Handle correspondence via phone, email, and in-person communication, ensuring timely responses and professional conduct.</li><li>Prepare, proofread, and distribute documents, reports, and presentations with a high level of accuracy.</li><li>Maintain and update office records, files, and databases to ensure information is current and readily accessible.</li><li>Monitor and order office supplies, maintaining adequate inventory levels and managing vendor relationships.</li><li>Assist in coordinating travel arrangements, including booking flights, accommodations, and transportation.</li><li>Act as the first point of contact for office visitors, providing a welcoming and responsive environment for clients and team members.</li><li>Support ongoing projects with data entry, research, and administrative tasks as required.</li></ul>

Administrative Assistant A reputable company in Carlsbad, CA, is seeking a highly organized and proactive Administrative Assistant to join their team. The ideal candidate will possess a strong ability to multitask, excellent communication skills, and a solution-oriented mindset. If you're looking for a role where you can utilize your skills to make a meaningful impact, we'd love to hear from you! Job Responsibilities:<ul><li>Administrative Support: Manage daily office operations, including scheduling meetings, maintaining office supplies, and coordinating communications.</li><li>Documentation Assistance: Prepare, proofread, and edit documents and reports for accuracy and professionalism.</li><li>Calendar Management: Coordinate schedules for managers and staff, ensuring a seamless workflow.</li><li>Customer and Team Interaction: Serve as the initial point of contact for visitors and assist with internal and external correspondence.</li><li>Data Entry: Maintain accurate databases by inputting and updating essential information.</li></ul>

Sr. Administrative Assistant We're looking for a Senior Administrative Assistant to join our team and play a vital role in ensuring the success and organization of our executive and leadership operations. As a Senior Administrative Assistant, you'll serve as a key partner to senior leaders, managing complex tasks, prioritizing schedules, and proactively addressing challenges. This position is ideal for an experienced administrative professional looking to make an impact and contribute to a fast-moving, high-performing organization. Responsibilities:<ul><li>Manage and coordinate executive schedules, appointments, and meetings, ensuring time is allocated effectively </li><li>Prepare and edit high-quality reports, presentations, and correspondence, often requiring a keen attention to detail and confidentiality </li><li>Serve as the main point of contact for senior leaders and stakeholders, ensuring seamless communication and follow-up </li><li>Address challenges proactively while supporting critical office functions, processes, and decisions in a fast-paced environment </li><li>Oversee travel arrangements, meeting logistics, and expense report management </li><li>Assist in planning executive events, off-site meetings, and other high-level initiatives </li><li>Mentor and guide junior administrative staff while delivering exceptional support to senior leadership </li></ul>

Administrative Assistant Robert Half is partnering with a thriving organization in Pala, CA, to find a reliable and professional Administrative Assistant. This role is perfect for someone who enjoys providing exceptional office support, keeping things organized, and contributing to the overall success of a team. If you’re a highly organized individual who thrives on multitasking, this opportunity is for you! Key Responsibilities:Office Management & Support:<ul><li>Manage calendars, schedule meetings, and coordinate travel arrangements for executives and team members.</li><li>Answer and direct incoming phone calls, emails, and customer inquiries professionally and efficiently.</li><li>Maintain a tidy and organized office environment while ordering and managing office supplies.</li></ul>Document Preparation & Handling:<ul><li>Prepare and edit documents, reports, and presentations with utmost attention to detail.</li><li>Perform data entry and ensure accuracy in maintaining records, databases, and filing systems.</li></ul>Event Coordination:<ul><li>Assist with planning and organizing team meetings, events, and special projects.</li><li>Coordinate logistics for conferences, including catering and presentation materials.</li></ul>

Human Resources Coordinator Robert Half is partnering with a growing organization in Carlsbad, CA to find a personable and detail-oriented HR Coordinator. If you thrive in a fast-paced work environment, enjoy collaborating across teams, and are passionate about helping employees succeed, this role might be the perfect fit for you. Key Responsibilities:<ul><li>Serve as the first point of contact for employee inquiries regarding HR policies, benefits, and processes.</li><li>Assist with onboarding new hires, including coordinating orientation sessions and ensuring all documentation is completed and filed accurately.</li><li>Maintain and update employee records in the Human Resources Information System (HRIS).</li><li>Support benefits administration by managing enrollments, terminations, and changes and answering employee questions.</li><li>Assist in scheduling interviews, coordinating calendars for recruiters and hiring managers.</li><li>Help organize employee engagement activities and company-wide events.</li><li>Review, process, and file employee-related paperwork, including performance evaluations, policy acknowledgment forms, and training completion records.</li></ul>

Sr. Administrative Assistant Our client, a growing leader in the property management field, is seeking a Senior Administrative Assistant to support their team with high-level administrative and organizational tasks. This role is ideal for a seasoned professional who thrives on multitasking, excels in problem-solving, and enjoys working in a fast-paced environment. Key Responsibilities:<ul><li>Provide executive-level support to senior leaders, including calendar management, meeting coordination, and document preparation.</li><li>Draft, proofread, and organize correspondence such as memos, tenant notices, and reports.</li><li>Support property management operations through tracking budgets, expenses, and invoices.</li><li>Maintain accurate records for lease agreements, contracts, and tenant communications in secure filing systems.</li><li>Coordinate vendor relationships and assist in scheduling property repairs, inspections, or maintenance.</li><li>Assist with project management tasks, including gathering data for presentations and managing deadlines.</li><li>Respond promptly and professionally to inquiries from tenants, vendors, and internal staff.</li><li>Perform general office duties such as data entry, supply management, and ensuring smooth office operations.</li></ul>

Receptionist Our client in the construction field is seeking a professional Receptionist to provide excellent front office support and enhance the daily operations of their team. This is an exciting opportunity to join a mission-oriented business making a tangible impact in the construction industry. Key Responsibilities:<ul><li>Greet and welcome visitors, clients, and vendors with a professional and friendly demeanor, ensuring a positive first impression.</li><li>Manage incoming calls promptly and courteously, directing them to the appropriate departments or individuals.</li><li>Handle mail distribution, courier services, and deliveries.</li><li>Maintain an organized front office by managing supplies, keeping common areas tidy, and assisting with administrative duties as needed.</li><li>Provide scheduling and calendar support for meetings, conference rooms, and team events.</li><li>Assist with data entry, filing, and other related administrative tasks to support operations and project teams.</li><li>Monitor visitor logs, issue guest passes, and ensure adherence to company security protocols.</li></ul>

Administrative Assistant We’re seeking an Administrative Assistant to join our client's team and provide essential support to ensure the smooth operation of day-to-day activities. As an Administrative Assistant, you’ll play a vital role in keeping our office running efficiently. You’ll handle a variety of administrative tasks, collaborate with team members across departments, and contribute to our organization’s success. Responsibilities:<ul><li>Manage and organize schedules, appointments, and meetings </li><li>Prepare reports, presentations, and other documentation as needed </li><li>Handle correspondence via email, phone, and other communication platforms</li><li>Maintain and update records, files, and databases with a high level of accuracy </li><li>Assist in the planning and coordination of office events and projects </li><li>Respond to inquiries from internal and external stakeholders in a professional and timely manner</li></ul>

Administrative Assistant We are seeking an organized and detail-oriented Administrative Assistant to support daily operations for a client in San Diego, CA. As an Administrative Assistant, you will play a key role in managing day-to-day administrative tasks, coordinating schedules, communicating with stakeholders, and organizing key deliverables for the organization. If you're a motivated professional eager to contribute to a dynamic and growing team, we want to hear from you! Key Responsibilities:<ul><li>Professionally handle phone and email correspondence, ensuring efficient communication with internal and external stakeholders.</li><li>Manage schedules and calendars, including setting up meetings, appointments, and travel arrangements.</li><li>Organize and maintain electronic and physical filing systems for the team.</li><li>Prepare reports, presentations, or other documents as needed using Microsoft Office Suite (Word, Excel, PowerPoint, etc.).</li><li>Serve as a key point of contact across departments to ensure timelines and deadlines are met.</li><li>Provide logistical support during company meetings or events, including preparation of materials, meeting minutes, and action item follow-up.</li><li>Assist with data entry and ensuring accurate record keeping.</li><li>Perform other administrative tasks as needed to maintain operational efficiency.</li></ul>

Administrative Assistant An esteemed university in San Marcos, CA is seeking a detail-oriented and motivated Administrative Assistant to provide vital support to its academic departments. This is a highly visible role requiring exceptional organizational skills and the ability to multitask. If you’re passionate about education and want to grow your administrative career in higher education, this is the perfect opportunity! Key Responsibilities:<ul><li>Manage the schedules and appointments of faculty members, including department meetings, conferences, and events.</li><li>Prepare correspondence, reports, and presentation materials while maintaining accurate records of academic activities.</li><li>Assist with enrollment, registration, and record-keeping for students within the department.</li><li>Act as a point of contact between students, faculty, and other departments to facilitate communication and resolve administrative concerns.</li><li>Respond to inquiries via email, phone, or in person, regarding academic programs or department services.</li><li>Organize department-sponsored workshops, seminars, and guest lectures.</li><li>Handle logistics like booking rooms, preparing materials, and managing attendee registration for academic events.</li></ul>

Sr. Administrative Assistant Our client, a leading organization in the technology field, is seeking a detail-oriented and proactive Senior Administrative Assistant to provide high-level support to executives and their teams. This role offers a unique opportunity to contribute to meaningful projects in a forward-thinking industry while growing professionally in a collaborative and innovative workplace. Key Responsibilities:<ul><li>Provide executive-level support, including managing calendars, coordinating meetings, preparing agendas, and arranging travel logistics.</li><li>Serve as a liaison between departments, teams, and external stakeholders to facilitate efficient communication and workflow.</li><li>Create and edit high-quality reports, presentations, and correspondence that align with the organization’s standards.</li><li>Assist in planning department-wide or company events, such as team-building activities, conferences, and workshops.</li><li>Manage confidential documents and sensitive information with the highest degree of discretion.</li><li>Improve internal administrative processes and workflows for enhanced efficiency and productivity.</li><li>Track and report on project deadlines, deliverables, and progress, acting as a key resource for coordination efforts.</li></ul>

Sr. Administrative Assistant A prominent organization in Vista, CA is looking to expand. Therefore, the company is on a search for an experienced and highly organized Senior Administrative Assistant. This is an amazing opportunity for someone who enjoys managing multiple administrative tasks, coordinating projects, and working alongside senior leadership. Key Responsibilities:<ul><li>Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and preparing agendas.</li><li>Draft and edit correspondence, presentations, and reports ensuring accuracy and professionalism.</li><li>Coordinate travel arrangements, including booking flights, hotels, and creating detailed travel itineraries.</li><li>Act as the primary point of contact for internal and external communications related to the executive team.</li><li>Oversee special projects and ensure timely completion while maintaining quality standards.</li><li>Handle confidential information with discretion and maintain organized document management systems.</li><li>Assist with budget tracking, expense reporting, and vendor invoice processing.</li></ul>

Administrative Assistant A respected nonprofit organization dedicated to advancing education is seeking a skilled Administrative Assistant to join their team. This role offers a unique opportunity to contribute to important work while developing your administrative expertise in a rewarding, mission-driven environment. Key Responsibilities:<ul><li>Provide administrative support to the leadership team, handling scheduling, correspondence, file organization, and record-keeping to ensure smooth daily operations.</li><li>Coordinate logistics for meetings, workshops, and events, including booking venues, preparing materials, and managing attendance lists.</li><li>Serve as a point of contact for inquiries from staff, community partners, and donors, ensuring excellent customer service and timely responses.</li><li>Assist with document preparation, including drafting reports, presentations, and donor communications.</li><li>Manage office supplies and inventory, maintaining an organized and efficient workspace.</li><li>Handle data entry into organizational databases and systems, maintaining accuracy and confidentiality.</li><li>Support fundraising and grant efforts by preparing materials and tracking responses.</li></ul>

Senior Administrative Assistant Our client, a well-established construction company in La Jolla, CA is seeking a Senior Administrative Assistant to provide seamless support to their leadership team and ensure operational efficiency. This role is ideal for someone who thrives on multitasking, problem-solving, and delivering exceptional administrative support. Key Responsibilities:<ul><li>Deliver high-level administrative support to executives and management, including calendar management, travel arrangements, and correspondence handling.</li><li>Serve as a liaison between departments, clients, and vendors to manage communication and ensure successful project execution.</li><li>Manage and maintain construction project documents, including contracts, permits, and change orders.</li><li>Assist the team with preparing bid packages, proposals, and presentations.</li><li>Coordinate team meetings, take detailed meeting minutes, and follow up on action items.</li><li>Handle expense reports, invoice approvals, and assist with budget tracking.</li><li>Provide data entry and reporting support using various platforms, including MS Excel, project management tools, or proprietary software.</li><li>Perform other administrative tasks, such as maintaining office supplies, filing, and scheduling.</li></ul>

Administrative Assistant We are in search of a dedicated Administrative Assistant to be a part of our Real Estate - Sales & Lease team located in San Diego, California. As an Administrative Assistant, your main tasks will involve managing customer interactions, maintaining organized records, and carrying out administrative duties. This role offers a contract to permanent employment opportunity. Responsibilities: • Efficiently answer and manage inbound calls and emails, ensuring high-quality customer service • Accurately maintain and update customer data records • Proactively handle customer inquiries and provide appropriate solutions • Manage daily office activities, including kitchen stock and lunch arrangements • Oversee mail collection, sorting, and distribution processes • Organize office events and manage the logistics of office and kitchen supply deliveries • Assist with the preparation and distribution of leasing lists and property tour packages • Coordinate travel and accommodation arrangements as necessary • Assist in the completion of expense reports and special projects • Skillfully use Microsoft Suite for various tasks, including scheduling appointments.

Administrative Assistant Robert Half is seeking a detail-oriented and efficient Administrative Assistant to support one of our clients in the biotech industry. This is a fantastic opportunity for a professional who thrives in fast-paced environments, is adept at handling diverse administrative tasks, and is eager to contribute to the success of innovations in life sciences. Key Responsibilities:<ul><li>Assist executives and team members by managing schedules, coordinating meetings, and organizing travel arrangements.</li><li>Act as a point of contact for internal and external stakeholders, ensuring all communications are handled professionally and promptly.</li><li>Create, edit, and maintain records and documentation, including reports, presentations, and correspondence aligned with industry standards.</li><li>Plan and organize logistics for meetings, team events, and company functions.</li><li>Accurately input data and generate reports to support business operations.</li><li>Manage office supply inventory and assist with invoice tracking or budgeting tasks.</li><li>Collaborate on projects that support the biotech organization’s goals, such as regulatory submissions or operational improvements.</li></ul>

Administrative Assistant We are offering a long-term contract employment opportunity for an Administrative Assistant in San Diego, California. This role operates within the industry, where you will be expected to showcase your skills in Customer Service, Data Entry, Email Correspondence, Inbound Outbound Calls, and proficiency in Microsoft Office Suite. Responsibilities: • Answering the door and notifying employees of package arrivals. • Assisting with various projects to ensure smooth operations. • Collaborating with IT by submitting necessary tickets. • Handling deliveries and ensuring they are properly received and distributed. • Organizing events, including obtaining quotes and coordinating logistics. • Stocking the break room with snacks, coffee, and other supplies. • Conducting regular snack inventory to ensure availability. • Working with FedEx for all outgoing and incoming packages. • Managing email correspondence and scheduling appointments as needed.

Service Billing Coordinator A growing construction company in Vista, CA is seeking a highly organized and detail-oriented Service Billing Coordinator to oversee billing operations and ensure accuracy and efficiency. This important role requires a professional with strong communication and organizational skills, as well as experience handling complex billing in the construction industry. If you are looking for a stable work environment that offers career growth, apply today! Key Responsibilities: Service Billing Operations:<ul><li>Prepare, review, and generate invoices for construction services, ensuring accurate job costing and billing details.</li><li>Track and update project-related billing milestones to ensure timely payment processing.</li><li>Resolve billing discrepancies by working with clients and project managers.</li></ul>Financial Tracking:<ul><li>Monitor accounts receivable, including following up on outstanding invoices and assisting with payment collections.</li><li>Maintain detailed records of contracts, invoices, and client payment histories in compliance with company policies.</li></ul>Communication and Support:<ul><li>Act as the point of contact for customers regarding billing inquiries while maintaining a high level of customer service.</li><li>Collaborate with internal teams, such as project managers and accountants, to streamline billing workflows.</li></ul>

Events Coordinator We are offering a long term contract employment opportunity for an Events Coordinator in the Healthcare, Hospitals, and Social Assistance industry, based in Orange, California. As an Events Coordinator, you will be instrumental in managing and coordinating work requests, supporting event activities, and fostering relationships with organizations. Responsibilities: • Coordinate the processing of incoming work requests and ensure complete documentation for setting up job files and executing payments.• Act as a liaison between management and marketing administration to share payment information.• Regularly update the calendar and keep track of the portfolio, highlighting crucial deadlines and events.• Develop and nurture relationships with the organizations we work with, demonstrating excellent communication skills.• Support the management of event attendance, including booth activations and management.• Work in collaboration with internal and external stakeholders to confirm guest attendance for events such as galas and speaking engagements.• Be available to support events in Orange County and ensure reliable transportation for event materials.• Maintain a positive and detail oriented representation of the organization at all times.• Assist in coordinating activations for organizations, such as giveaways and collateral, and manage attendance and activations for networking and events.• Support the set-up of community events, coordinating booth and event staff effectively.

Executive Assistant Our client, a leader in the technology field, is seeking a polished and detail-oriented Executive Assistant to provide advanced administrative support to senior leadership. Key Responsibilities:<ul><li>Manage complex executive calendars, scheduling meetings, appointments, and travel arrangements to optimize time management.</li><li>Maintain clear and effective communication between executives, internal teams, and external stakeholders.</li><li>Prepare and organize executive-level correspondence, presentations, reports, and meeting agendas.</li><li>Track deadlines and key deliverables, ensuring follow-up on tasks and commitments.</li><li>Plan and coordinate high-priority meetings, including virtual and in-person, ensuring all logistics are handled efficiently.</li><li>Exercise discretion and confidentiality while handling sensitive company information.</li><li>Perform general administrative duties, such as expense tracking, record-keeping, and monitoring office supplies for the executives.</li><li>Assist with special projects and ad hoc requests to support the leadership team's initiatives.</li></ul>

Executive Assistant Our client, an innovative and forward-thinking biotech company, is seeking a highly motivated Executive Assistant to provide exceptional administrative support to senior executives. This role requires someone with a high degree of professionalism, discretion, and the ability to prioritize in a fast-paced, cutting-edge environment. Key Responsibilities:<ul><li>Act as the primary point of contact for senior executives, managing calendars, scheduling meetings, and handling correspondence.</li><li>Coordinate complex domestic and international travel arrangements, creating detailed itineraries and troubleshooting last-minute changes.</li><li>Prepare, edit, and manage high-level documents, presentations, reports, and spreadsheets with precision and confidentiality.</li><li>Facilitate communication between the executive team and internal/external stakeholders, building strong, professional relationships.</li><li>Plan and execute meetings, conferences, and webinars, including logistical arrangements and agenda preparation.</li><li>Maintain up-to-date knowledge of ongoing projects and company initiatives to proactively provide support.</li><li>Perform critical project management tasks, such as keeping track of deadlines and ensuring timely completion of deliverables.</li><li>Handle confidential information with discretion, maintaining a high level of professionalism at all times.</li><li>Assist in managing office procedures, ordering supplies, and ensuring smooth day-to-day operations.</li></ul>