Office Management & Field Operations Administrative Assistant Job at Robert Half (Millbrae)

Office Management & Field Operations Administrative Assistant

Robert Half has an exciting temp to hire position for one of our top clients in ...

Location

United States , Millbrae

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Proven experience in administrative support, office management, or executive coordination roles
Exceptional organizational and multitasking abilities
Strong attention to detail and commitment to accuracy
Excellent written and verbal communication skills
Ability to handle confidential and sensitive information with discretion
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Teams, SharePoint, and OneNote
Strong problem-solving mindset with the ability to prioritize effectively
Collaborative, team-oriented approach with a customer-service mindset
Confidence in reviewing invoices, questioning discrepancies, and ensuring accountability
Adaptability and willingness to support evolving business needs

Job Responsibility

Provide direct support to the Executive Assistant and Bay Area Group Leaders
Oversee daily office operations, ensuring a professional, organized, and welcoming workplace environment
Manage office deliveries, kitchen inventory, vendor coordination, and workspace upkeep
Support reception duties, light phone coverage, and shared workspace resources such as copier stations
Coordinate office meeting logistics for trainings, team meetings, employee events, and social gatherings
Arrange catering, facility setup, and post-event cleanup services as needed
Process invoices and manage vendor communications for office-related services and utilities
Assist with planning and execution of regional events, including business meetings, employee resource group events, company celebrations, and seasonal gatherings
Support onboarding for new hires and interns by tracking materials, equipment, and first-day readiness
Provide direct administrative support to the Division VP of Field Operations

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Field Operations Administrative Coordinator

The Field Operations Administrative Coordinator provides dedicated administrativ...

Location

United States , Sabine Pass

Salary:

Not provided

Airswift Sweden

Expiration Date

Until further notice

Requirements

High school diploma required
associate or bachelor degree preferred
3–5 years of administrative experience, preferably in industrial, plant, or operations environments
Strong proficiency in Microsoft Office Suite, particularly Outlook, Excel, and OneNote
Excellent organizational and time management skills
Ability to manage multiple priorities in a fast-paced environment
Strong written and verbal communication skills
Ability to obtain and maintain TWIC credential

Job Responsibility

Operational Support & Documentation: Take detailed meeting notes and maintain accurate documentation for operational meetings
Maintain and organize records in OneNote and other tracking systems
Track action items, assignments, and follow-ups to ensure accountability and completion
Maintain organized documentation for audits, reporting, and operational review
Scheduling & Coordination: Create, maintain, and update operator schedules
Coordinate shift coverage updates and communicate schedule changes
Schedule meetings and coordinate calendars for Operations leadership
Arrange operational lunches, training sessions, and team events as needed
Control Room Administrative Oversight: Maintain organization and administrative structure within the OCCB environment
Manage office supply inventory and ordering

Fulltime

Vendor Management Associate & Office Administrative Coordinator

Our cliient is looking to fill the role of Vendor Management Associate & Office ...

Location

United States , Tampa

Salary:

70000.00 USD / Year ▼

Solomon Page

Expiration Date

Until further notice

Requirements

Bachelor's degree in Business Administration, Risk Management, or a related field
Minimum 2-3 years of experience in office and vendor management, procurement, third party risk, or a related discipline
Strong understanding of third-party risk management frameworks and information security principles
Requires 3-5 days per week on-site in a fast-paced office environment with regular interaction across all levels of staff
Excellent written and verbal communication skills
ability to present complex risk topics to diverse audiences
Highly organized with exceptional attention to detail and the ability to manage multiple priorities simultaneously
Proficient with Microsoft Office (Word, Excel, PowerPoint) and vendor risk management tools

Job Responsibility

Support day-to-day administrative operations and office management functions
Manage office supply inventory and coordinate procurement
Facilitate onboarding of new employees
Coordinate with building management, vendors, and service providers
Prepare and distribute correspondence, memos, reports, and presentation materials
Provide administrative and clerical support to the Chief Accounting Officer
Process and track expense reports
Serve as primary point of contact for internal staff and external parties
Support planning, coordination, and execution of corporate events
Perform additional duties as assigned

What we offer

medical
dental
401(k)
direct deposit
commuter benefits

Fulltime

New

Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support daily o...

Location

United States , Pleasant Hill

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

At least 1 year of experience in an administrative assistant, office support, or similar coordination role
Strong scheduling and organizational skills with the ability to manage multiple tasks in a fast-paced environment
Customer service experience with the ability to communicate professionally with internal teams and external clients
Clear written and verbal communication skills for handling reports, requests, and follow-up activities
High attention to detail when reviewing records, preparing documents, and tracking outgoing materials
Comfort using office equipment and computer-based systems for reporting, printing, and general administrative work
Ability to work collaboratively with laboratory personnel, couriers, and field representatives
Reliable administrative judgment and the flexibility to take on additional duties as business needs change

Job Responsibility

Coordinate administrative support for the Administration Manager and laboratory staff to help maintain an efficient day-to-day workflow
Review documents for accuracy and completeness before distribution, filing, or follow-up action
Organize courier activity, including scheduling pickups and helping ensure timely movement of materials between locations
Prepare, print, and distribute daily reports, including sending information to couriers and delivering reports to clients by fax or mail when needed
Manage outgoing slides and tissue blocks for additional testing or external departmental review while tracking their status carefully
Monitor inventory levels for requisition forms and office supplies and arrange replenishment before shortages affect operations
Produce client-specific requisitions and coordinate delivery through couriers or the Territory Sales Manager
Serve as a communication point between the laboratory, physician offices, and surgery centers to support client satisfaction and proper specimen submission
Use office systems and equipment efficiently, including the pathology information system and standard administrative tools, while following organizational procedures
Carry out additional administrative duties as assigned to support departmental needs

What we offer

medical, vision, dental, and life and disability insurance
401(k) plan

Fulltime

New

Administrative Assistant

We are looking for an Administrative Assistant to support homeowner service acti...

Location

United States , Seal Beach

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Experience providing administrative support in an office, construction, property, or customer service environment
Ability to handle inbound calls and written communications professionally while delivering strong customer service
Strong data entry skills with close attention to detail and a high level of accuracy in recordkeeping
Proficiency with standard office software and comfort learning tools for document management, reporting, and electronic signatures
Ability to coordinate multiple tasks, deadlines, and cross-functional requests in a fast-paced setting
Clear written and verbal communication skills with the ability to work effectively across departments
Strong organizational skills and the ability to maintain confidential files, reports, and operational documentation

Job Responsibility

Maintain accurate homeowner records by updating databases and keeping digital and physical files current and well organized
Respond to incoming homeowner inquiries and service requests in a timely manner, ensuring issues are routed, tracked, and resolved appropriately
Prepare and distribute monthly homeowner information to external survey platforms and assist with related reporting tasks
Coordinate with utility providers and internal teams to confirm service-related updates and support homeowner transitions as needed
Create and send department documents such as memos, letters, meeting materials, training resources, agendas, and follow-up notes
Process field directives, contracts, change documentation, invoices, expense reports, and purchase receipts using designated company systems and electronic signature tools
Provide operational support for meetings, training sessions, field trailer logistics, contract labor coordination, and job site posting requirements
Partner with departments including Accounting, Human Resources, Legal, IT, Purchasing, Sales Processing, and Office Services to keep administrative and project activities moving forward
Track supply needs, arrange routine team materials, and assist with inventory, rentals, dumpster scheduling, and other field support requests
Manage schedules and produce project-related reports through project management platforms to support construction and homeowner satisfaction teams

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

New

Bilingual Spanish Administrative Assistant

We are seeking a skilled Bilingual Spanish Administrative Assistant to provide a...

Location

United States , Baltimore

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Fluency in both English and Spanish, with excellent written and verbal communication skills in both languages
Proven experience as an administrative assistant or similar role
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office software
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines
Attention to detail and accuracy in all work
Excellent interpersonal skills and the ability to work effectively in a team environment
Adaptability and flexibility to handle changing priorities and tasks
Knowledge of office management systems and procedures
Associate's degree or higher in Business Administration or a related field is preferred

Job Responsibility

Provide administrative support to ensure efficient operation of the office
Assist with the preparation of documents, reports, and presentations in both English and Spanish
Handle incoming calls and correspondence, responding promptly and professionally
Translate documents, emails, and other communications from English to Spanish and vice versa
Coordinate meetings, appointments, and travel arrangements, including scheduling and logistics
Maintain office supplies inventory and ensure proper stocking
Assist in the preparation of meetings and events, including arranging catering and other logistics
Manage and organize files, both digital and physical, ensuring accuracy and accessibility
Assist in the onboarding process for new employees, including preparing documentation and orientation materials in Spanish
Collaborate with other team members to support various projects and initiatives

What we offer

Medical, vision, dental, and life and disability insurance
Company 401(k) plan
Free online training
Access to top jobs
Competitive compensation and benefits

New

Administrative Assistant

The Administrative Assistant provides broad operational and administrative suppo...

Location

Brazil , Sao Paulo

Salary:

Not provided

360 Resourcing Solutions

Expiration Date

Until further notice

Requirements

Bachelor’s degree in business administration, Accounting, International Trade, Logistics, or a related field preferred
Previous experience in administrative support, customer service, finance support, or operations coordination
Experience with accounts payable/receivable and import or logistics processes is desirable
Proficiency in Microsoft Office, especially Excel, Word, and Outlook
English proficiency required
additional language skills are a plus

Job Responsibility

Provide day-to-day administrative support to the business and leadership team
Maintain organized electronic and physical records, files, and operational documents
Assist with preparation of reports, spreadsheets, forms, and internal correspondence
Support scheduling, meeting coordination, document control, and follow-up on pending tasks
Serve as a first point of contact for customer inquiries by email, phone, and other communication channels
Support order follow-up, delivery coordination, issue resolution, and customer communication
Maintain accurate customer records and help ensure a high standard of service and responsiveness
Coordinate internally with sales, operations, and clinical/commercial teams to address customer needs
Process supplier invoices and supporting documents for payment
Monitor payment schedules and assist in ensuring timely settlement of obligations

What we offer

Competitive salary and benefits
Opportunities to thrive and grow
Engaged and inclusive global teams

Fulltime

New

Administrative Assistant

We are looking for an Administrative Assistant to support the Service Department...

Location

United States , Deerfield Beach

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Experience providing administrative support in an office environment, preferably within construction, contracting, or service operations
Strong data entry and document management skills with the ability to keep records accurate and up to date
Ability to coordinate multiple service requests, schedules, and priorities in a fast-moving setting
Comfortable communicating by phone and email with customers, subcontractors, and internal teams in a clear and courteous manner
Familiarity with invoicing, payment processing, accounts receivable support, or general billing administration
Proficiency with common office software and the ability to learn or work within job tracking and project management systems
Strong organizational skills, attention to detail, and follow-through when handling paperwork and deadlines
Background in receptionist duties, inbound call handling, or general administrative office support is preferred

Job Responsibility

Coordinate service requests, warranty activity, and small-scale work orders to help the department meet deadlines and maintain smooth operations
Maintain current service records in company systems, including updating job details, tracking progress, and organizing supporting documentation
Communicate with subcontractors, technicians, customers, managers, and internal team members to arrange service work and provide ongoing status updates
Manage daily scheduling for field carpenters in partnership with the Service Manager and distribute schedule changes through email as needed
Create and maintain job files
Collect, organize, and attach paperwork needed to support customer invoicing and internal recordkeeping
Monitor subcontractor compliance documentation, including workers’ compensation and liability insurance requirements, before work proceeds
Build spreadsheets and periodic reports to monitor open service items, project costs, and other department metrics for management review

What we offer

medical
vision
dental
life and disability insurance
company 401(k) plan

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Office Management & Field Operations Administrative Assistant

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