Office Assistant

Job Description

Job Description

We are looking for a dependable Office Assistant to join a busy team in California. This contract opportunity has the potential to become permanent and is well suited for someone who enjoys keeping operations organized, handling administrative support with precision, and contributing to a collaborative workplace. The role offers hands-on exposure to office processes and day-to-day coordination while supporting both internal staff and field personnel.

Responsibilities:
• Maintain accurate records through consistent data entry, document updates, and file organization.
• Support billing-related activities by entering invoices, reviewing payment details, and assisting with accounts payable and accounts receivable tasks.
• Check proposals and other business documents for completeness, accuracy, and formatting before submission.
• Serve as a communication link between office personnel and field employees to help keep information clear and timely.
• Create, update, and track work orders in the system to support daily operations.
• Compare work orders with timesheets and related documents to confirm that submitted information is correct.
• Prepare verified records for handoff to the appropriate accounting contact for further processing.
• Provide general clerical assistance such as printing, scanning, document preparation, answering inbound calls, and front-office support as needed.• Bilingual Spanish language skills are required.
• At least 2 years of experience in administrative support, office coordination, or high-volume data entry.
• Working knowledge of Microsoft Excel for basic tracking and data review.
• Familiarity with QuickBooks Online is preferred.
• Strong attention to detail with the ability to identify discrepancies and maintain accurate documentation.
• Ability to manage multiple priorities in a fast-paced, team-focused environment.
• Comfortable handling receptionist responsibilities, clerical tasks, and document scanning as part of daily office support.