Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support the smooth day-to-day operation of our office in California. This role blends front desk coordination, document control, billing support, and general office administration, making it ideal for someone who is organized, adaptable, and confident handling multiple priorities. The right candidate will bring strong attention to detail, solid communication skills, and comfort working with both people and numbers in a fast-paced work environment.

Responsibilities:
• Manage front desk activity by answering incoming calls, welcoming visitors, and handling mail and package distribution in an organized manner.
• Prepare the office for daily operations by opening shared spaces and ensuring work areas are ready for staff and guests.
• Maintain physical and digital records, including project files, contracts, plans, and other business documentation, with a high level of accuracy.
• Support invoice preparation and billing administration using Deltek or comparable software, helping ensure client charges are processed correctly and on schedule.
• Review project billing data, compare recorded time against invoiced hours, and flag inconsistencies for follow-up with project leaders.
• Partner with managers and internal teams to address billing revisions, rebilling needs, and write-off decisions when required.
• Coordinate routine facility needs by working with landlords, service providers, cleaners, and maintenance vendors to keep the office operating efficiently.
• Track office and workplace supply levels, purchase needed materials, and replenish essential items such as postage, shipping supplies, and stamps.
• Provide administrative assistance on special assignments and keep internal databases and office information up to date.• At least 3 years of experience in administrative support, office coordination, office management, or a similar business support role.
• Background in invoicing, billing support, accounts receivable, or project-based accounting activities.
• Familiarity with Deltek is preferred; experience with similar accounting or project management systems will also be considered.
• Strong numerical skills with the ability to identify discrepancies and work carefully with billing information.
• Proficiency in Microsoft Office applications and confidence using office systems and databases.
• Excellent organizational, multitasking, and time management abilities in a busy office setting.
• Effective written and verbal communication skills with a detail-oriented approach to internal and external interactions.
• Ability to work independently, stay organized, and manage competing priorities with minimal supervision.