Administrative Assistant

Administrative Operations Coordinator

We are seeking a highly organized, proactive, and detail-oriented Administrative Operations Coordinator to support the day-to-day operations of a growing horse breeding business. This is an excellent opportunity for someone who enjoys building processes, wearing multiple hats, and helping a startup environment become more efficient and organized.

Key Responsibilities

• Provide general administrative support, including filing, document management, and office organization.
• Manage monthly inventory and coordinate supply ordering.
• Assist with contract administration and maintain contract records.
• Process accounts payable, vendor invoices, and track expenses for approximately 40 vendors, including suppliers and equine veterinary services.
• Maintain spreadsheets and reports using Microsoft Excel and other business software.
• Support accounting tasks, including invoice reconciliation and expense management.
• Manage calendars, schedules, and business timelines to ensure important deadlines are met.
• Track and coordinate recurring annual obligations such as DMV registrations, property taxes, and other business-related renewals.
• Help develop, document, and improve operational systems and processes as the company continues to grow.
• Take initiative to identify opportunities for increased efficiency and organization.

Qualifications

• Previous administrative or office support experience is required.
• Experience with accounts payable, expense management, or basic accounting preferred.
• Contract administration experience is a plus.
• Strong Microsoft Excel skills and overall technical proficiency.
• Associate's or Bachelor's degree in Business Administration, Agriculture, or a related field preferred.
• Excellent organizational, time management, and communication skills.
• Self-motivated, disciplined, and able to work independently while knowing when to ask questions.
• Comfortable working in a fast-paced, startup-like environment where priorities may evolve.

Location

Candidates should ideally reside within approximately 45 minutes of the work location in Hollister, CA 95023, including these areas:

• Morgan Hill
• Gilroy
• Hollister
• Salinas

Compensation & Details

• Pay rate: $30.00/hr $35.00/hr
• Fully onsite position

If you enjoy creating structure, improving processes, and being a key contributor to a growing business, we'd love to hear from you!