Administrative Assistant

Position: Administrative Assistant

Pay Rate: $25.00 / hour

Location: Oakland, CA

Schedule: Sunday Thursday | 6:00 PM 4:00 AM

Job Description

We are seeking a reliable and detail-oriented Administrative Assistant to support daily office operations in a fast-paced environment. This role ensures smooth administrative workflows while supporting multiple departments including operations, logistics, sales, and administration.

The ideal candidate is highly organized, professional, and capable of managing multiple priorities while maintaining accuracy and efficiency.

Duties and Responsibilities

• Answer and direct phone calls, greet visitors and vendors, and manage incoming and outgoing correspondence (phone, email, and mail)
• Maintain organized filing systems (physical and electronic) and ensure proper document storage and archiving
• Manage office supplies by monitoring inventory levels and placing orders as needed
• Coordinate scheduling for meetings, deliveries, vendor appointments, and facility logistics
• Perform data entry, record-keeping, and database maintenance including vendor information, shipping/receiving logs, and tracking reports
• Prepare and distribute internal and external communications such as memos, emails, reports, invoices, and purchase orders
• Provide clerical and administrative support across multiple departments, including special projects and ad-hoc tasks
• Assist with basic bookkeeping functions such as accounts payable/receivable support, invoices, expense reports, and receipts
• Support coordination between operations, warehouse, and distribution teams
• Ensure compliance with company policies and maintain confidentiality of all records and information

Qualifications

Education & Experience

• High school diploma or GED required
• Associates degree or relevant certification preferred
• 13+ years of administrative or clerical experience preferred

Skills & Abilities

• Strong proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent written and verbal communication skills
• Strong organizational skills with high attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor with strong interpersonal skills
• Basic bookkeeping or invoicing experience is a plus