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Administrative Assistant

https://www.roberthalf.com Logo

Robert Half

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Location:
United States , San Carlos

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

Our client is a premier architectural millwork firm known for delivering exceptional craftsmanship and precision to some of Silicon Valley’s most demanding clients. This is an exciting opportunity for a highly organized and proactive Office Administrator who thrives in a fast-paced, detail-driven environment and enjoys being the operational backbone of a growing manufacturing business. From supporting project teams and managing critical administrative workflows to coordinating vendors and maintaining compliance records, this role is ideal for someone who takes pride in keeping operations running smoothly and efficiently.

Job Responsibility:

  • Serve as the primary point of contact for incoming calls, visitors, clients, and vendors
  • Manage reception, mail distribution, shipping/receiving, and postage operations
  • Maintain organized digital and physical filing systems for company, project, and financial records
  • Coordinate office supplies, kitchen inventory, copiers/plotters, janitorial services, and light facility-related needs
  • Support daily office organization and ensure a professional, welcoming environment
  • Assist Project Managers with meeting coordination, agendas, correspondence, and follow-up communication
  • Support estimating and project teams with drawing preparation and bookmarking bid documents using BlueBeam
  • Create and maintain project files, templates, contact lists, and branded documentation
  • Set up and maintain opportunities and projects within the Innergy system
  • Ensure document accuracy, organization, and version control across departments
  • Support Accounts Payable processes including PO matching, invoice entry, vendor setup, W-9 collection, and weekly payment processing
  • Assist with EFTs, wires, and vendor credit applications
  • Perform monthly bank reconciliations and maintain financial filing systems
  • Coordinate quarterly California sales/use tax filings and Nevada filings as needed
  • Assist with annual 1099 preparation and monthly financial reporting binders
  • Prepare onboarding packets and assist with new hire setup
  • Maintain employee contact records and emergency information
  • Coordinate logistics for company events, celebrations, holiday activities, and team gatherings
  • Help foster a positive, collaborative, and team-oriented office culture
  • Maintain Certificates of Insurance (COIs), licenses, permits, and compliance records
  • Track renewals for insurance policies, CSLB registrations, and city business licenses
  • Support audit preparation, pre-qualification documentation, and contract archives
  • Coordinate light IT and vendor support for phones, printers, plotters, and office systems
  • Monitor recurring vendor invoices and identify billing discrepancies

Requirements:

  • 3+ years of experience in office administration, project administration, bookkeeping support, or a related role
  • Experience within construction, manufacturing, architectural, or industrial environments is highly preferred
  • Strong proficiency with Microsoft Office Suite, especially Excel and Word
  • Experience supporting Accounts Payable workflows and compliance documentation
  • Excellent organizational skills with strong attention to detail and follow-through
  • Professional communication skills and the ability to multitask effectively
  • Comfortable working in a fast-paced, collaborative office/shop environment
What we offer:
  • medical
  • vision
  • dental
  • life and disability insurance
  • 401(k) plan

Additional Information:

Job Posted:
May 13, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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