Office Administrator

Golden Bear

DESCRIPTION

Job Summary

The Administrative Coordinator is responsible for managing all paperwork, administrative tasks, and office coordination for multiple business entities. This role supports ownership and management by ensuring documents, records, and day-to-day administrative operations across all businesses are accurate, organized, and compliant.

Key Responsibilities

Paperwork & Documentation (Primary Responsibility)

Manage, organize, and maintain physical and digital files for multiple businesses
Prepare, scan, file, and archive contracts, invoices, permits, licenses, and legal documents
Track renewals, expiration dates, and compliance deadlines
Support audits, inspections, and document requests

Administrative & Office Support

Assist ownership and managers with administrative tasks
Draft letters, forms, internal memos, and reports
Manage calendars, appointments, and reminders
Handle incoming and outgoing mail, emails, and courier packages

Multi-Business Coordination

Maintain separate, well-organized records for each business entity
Coordinate with accountants, attorneys, vendors, and government agencies
Ensure documentation is correctly assigned to the appropriate business

Data Entry & Reporting

Enter and maintain data in spreadsheets and company systems
Maintain trackers for expenses, payroll documents, contracts, and compliance items
Prepare basic administrative reports as requested

Confidentiality & Compliance

Handle sensitive and confidential information responsibly
Follow company policies and compliance requirements
Maintain accuracy and attention to detail at all times

Qualifications & Skills

High school diploma or equivalent (Associate or Bachelor's degree preferred)
2+ years of administrative or office management experience preferred
Experience supporting multiple businesses or departments is a plus
Strong organizational and time-management skills
Excellent attention to detail and accuracy
Proficiency in Microsoft Word, Excel, Google Workspace, and office tools
Ability to prioritize tasks and meet deadlines independently
Professional communication and interpersonal skills

Work Environment

Office-based role supporting multiple businesses
Fast-paced environment with multiple priorities
Occasional lifting of files and office materials

REQUIREMENTS

2+ years of experience
Proficient in English

Job is sponsored through Golden Bear Management company.

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Vacancy posted 3 hours ago

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