Job Details

Administrative Assistant

Location: Alameda, CA Zip Code: 94501 Start Date: ASAP Job Type: Contract-to-hire Pay Rate: $32 - 36/hr DoE Schedule: Monday - Friday (8am-5pm) Keywords: #administrativeassistant #frontdesk #receptionist #MSOffice

We are seeking a highly skilled and experienced Administrative Assistant to work at the front desk at our client's office in Alameda, CA. In this role, you will effectively manage multiple tasks, ranging from routine administrative duties to more complex responsibilities. We are looking for someone who is exceptionally organized, detail-oriented, personable, and adaptable. The successful candidate will exhibit patience, professionalism, and the ability to consistently produce high-quality work under tight deadlines in a fast-paced environment.

Job Responsibilities:

• Provide comprehensive administrative support to the team, including timely and effective response to employee inquiries and requests.
• Staff the front desk: greet and assist visitors, process check-ins per visitor policy, and answer or route calls, receive, sort, and distribute incoming mail and deliveries.
• Uphold office security protocols by monitoring lobby activity, controlling access to facilities, and issuing access badges.
• Coordinate conference room logistics, including room setup, catering orders, and post-meeting cleanup.
• Support the planning, setup, and teardown of social hours and company events (e.g., weekly lunch program), as well as annual corporate events (picnic and anniversary).
• Assist in management of meeting room schedules, including booking, cancellation, and adjustments.
• Assist with coordination of group tours of company facilities.
• Conduct weekly inspections of conference rooms, breakrooms, workrooms, and common areas to ensure cleanliness and adequate supplies.
• Manage inventory, ordering, and restocking of office, canteen, and breakroom supplies (both consumable and non-consumable).
• Maintain canteen appliances and office printers.
• Assist in the administration and oversight of administrative financial accounts, including the review and approval of invoices.
• Provide administrative support for the corporate housing program, including issuing reservation confirmations, scheduling cleanings, and managing supply inventory.
• Serve as the point of contact for office service vendors (e.g., janitorial, catering, supply providers), ensuring timely service and issue resolution.

Required Qualifications:

• High school diploma or GED required
• 5-7 years of direct experience in an administrative support and/or customer service role
• Customer service attitude
• Comfortable learning and using new tools and technologies to streamline administrative functions.
• Ability to be resourceful and proactive when issues arise
• Strong knowledge of Microsoft Office - Outlook, Excel, Word, PowerPoint.