Administrative Assistant

Job DescriptionJob Description

Administrative Assistant

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Location: Downtown Santa Rosa, CA
Schedule: Monday - Friday | 8:30 AM - 5:00 PM (Full-Time, 40 hours/week)

Position Overview

A well-established professional office in downtown Santa Rosa is seeking a highly organized and dependable Administrative Coordinator to assist with business operations, affiliated property management activities and support tenants within a dynamic multi-entity office environment.

This role is ideal for someone who thrives in a professional setting, enjoys assisting with operational details, and takes pride in keeping an office running smoothly and efficiently. The position focuses heavily on administrative coordination, document management, communication support, and day-to-day business and office operations, while also providing reception in person and over the phone.

The ideal candidate is proactive, detail-oriented, and comfortable working in a structured professional environment where accuracy, accountability, and follow-through are essential.

Primary Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support for ownership and business demands.

• Prepare, review, organize, and maintain documents, records, and spreadsheets with a high degree of accuracy.

• Assist with data entry, file organization, reporting, and general office administration.

• Support accounts receivable follow-up and administrative billing tasks.

• Coordinate scheduling and usage of shared conference rooms and meeting spaces.

• Maintain office supply inventory, kitchen supplies, and overall office organization.

• Assist with office opening and closing procedures to ensure smooth daily operations.

Property & Business Coordination

• Support communication and coordination related to property management operations, maintenance requests, vendors, and building-related matters.

• Help track and organize operational and construction-related communications and documentation.

• Assist with internal administrative projects and ensure timely follow-through.

Client & Office Support

• Serve as a professional point of contact for clients, tenants, vendors, and visitors.

• Provide front desk and phone coverage, including greeting visitors and routing calls appropriately.

• Handle incoming and outgoing mail, packages, and deliveries with accuracy and professionalism.

Qualifications

• Prior experience in a professional office, legal environment, property management, office management, or administrative support role preferred.

• Strong organizational skills with exceptional attention to detail and follow-through.

• Professional written and verbal communication abilities, with a strong understanding of the importance of responsiveness, clarity, and consistent communication.

• Proficiency with Microsoft Office, (Word, Outlook, and Excel).

• Ability to manage multiple priorities in a fast-paced office environment.

• Demonstrates reliability, punctuality, professionalism, and strong work ethic.

• Comfortable working independently while also collaborating with ownership and executing assigned tasks.

• Ability to take direction, stay focused, and maintain composure in a professional office setting

Ideal Candidate

The ideal candidate is dependable, consistent, and comfortable taking direction from ownership and leadership in a structured, professional environment where accountability, discretion, and follow-through are essential. This role requires a focused, low-distraction work style and a strong commitment to maintaining professionalism in all interactions.

We invite you to apply if you are someone who takes pride in being organized, reliable, and accurate in your work. You communicate professionally, follow through on responsibilities, and understand the importance of supporting both daily operations and long-term office efficiency. You are composed under pressure, respectful in all interactions, and able to maintain a calm, professional presence in a busy office environment.

Compensation & Benefits

• Paid holidays

• 40 hours paid sick leave annually

• 80 hours paid vacation accrual annually

Growth Opportunity

This position offers long-term growth potential for someone who consistently demonstrates initiative, accountability, communication, and strong organizational capabilities. Expanded responsibilities and advancement opportunities are available for the proven individual.

Benefits:

• Dental insurance

• Employee discount

• Health insurance

• Paid time off

• Vision insurance

Work Location: In person

Company DescriptionW3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.

Were proud of the investments weve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.

Our Services
W3Global understands the natural ups and downs of an organizations staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.

We specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.

We are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.

Our Expertise
W3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your companys unique needs.

As a W3Global client, youll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.Company DescriptionW3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.

Were proud of the investments weve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.

Our Services
W3Global understands the natural ups and downs of an organizations staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.

We specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.

We are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.

Our Expertise
W3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your companys unique needs.

As a W3Global client, youll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. xhqgsiq W3Global will help you streamline the hiring process, getting it done and getting it right.