Office Manager & Administrative Operations Coordinator

Office Manager & Administrative Operations Coordinator Roseville, CA Job Details Full-time From $60,000 a year 21 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Retirement plan Qualifications Record keeping Spanish Microsoft Excel Maintaining an organized workspace Operations management Financial transaction processing Vendor management Inventory management Administrative experience (1-2 years) Expense management Facilities management Bank transfers Mid-level Administrative experience Office management experience (Less than 1 year) Task prioritization Financial record maintenance Vendor relationship management Accounting and finance experience Clerical experience Productivity software Office management Phone call management Document management Travel scheduling Communication skills File organization

Full Job Description Job Title:

Office Manager & Administrative Operations Coordinator Location:

Fully in-office, Monday-Friday, 8:30 AM - 4:30

PM Status:

Full-time, Exempt Salary:

$60,000 annually

The Company:

TRC Trading Corp. is a privately held U.S.-based corporation headquartered in Roseville, California. Together with its subsidiaries, TRC is an active global trader of rice, grains, by-products, and a wide range of agricultural commodities. While originally focused on rice and cereals, the company has expanded its portfolio to include grains, animal feed, pulses, and other agricultural products and derivatives. As an international organization with multiple departments and areas of expertise, TRC offers employees meaningful exposure to global trade operations and the opportunity to expand their knowledge.

Position Overview:

We are seeking a highly organized and proactive Office Manager & Administrative Operations Coordinator to oversee daily office operations, support administrative functions, and assist with accounting processes. This role is critical to ensuring the smooth functioning of the office environment and supporting internal teams with operational needs. This position is perfect for a dependable professional interested in a stable, long-term opportunity within our organization. This role offers a high level of autonomy and ownership, empowering the individual to manage office operations and take full responsibility for the functions outlined below. The ideal candidate is self-motivated, accountable, and takes pride in maintaining an organized, efficient, and well-functioning office environment.

Key Responsibilities:

Office Operations & Administration

• Open and close the office daily, ensuring a secure and well-maintained workspace.
• Maintain office equipment and coordinate with vendors/service providers (e.g., water service, alarm systems, printers/scanners, IT support).
• Act as the primary liaison with building management for maintenance, repairs, and facility-related needs.
• Manage and track American Express receipts by maintaining organized records, reconciling monthly Excel reports to identify received and missing documentation, and ensuring all receipts are properly categorized and stored.
• Manage office supply inventory, including ordering, receiving, stocking, and distribution.
• Answer and route incoming calls on the main office line.
• Handle incoming and outgoing mail, including sorting, distribution, and maintaining updated distribution lists.
• Coordinate express mail services (FedEx, UPS, USPS, etc.).
• Maintain and manage vendor accounts (e.g., FedEx, USPS, PG&E, Stamps).
• Coordinate notarization services with external notaries as needed.
• Track contract timelines and notify of upcoming expirations. Accounts Payable Support
• Partner with the Accounts Payable team to learn and assist with: o Processing banking transactions (wires, EFTs, and foreign currency transfers). o Entering and managing payments within the payables system. o Auditing payment requests and supporting documentation. o Preparing, cutting, and distributing weekly checks. o Updating payment records and tracking cleared transactions.
• Assist with scheduling weekly check signings.
• File and maintain physical payment records securely.
• Support year-end reporting, including preparation of 1099s. Travel & Expense Coordination
• Arrange travel for employees, including flights, hotels, and rental cars.
• Maintain a centralized travel log for all bookings.
• Oversee and audit the corporate Uber (and any applicable other) accounts to ensure appropriate usage and reporting.

Storage, Filing & Records Management Oversee organization and maintenance of the company storage unit and manage off-site storage inventory through accurate tracking spreadsheets. Coordinate the transfer, archiving, and shredding of documents in accordance with company policies and retention schedules. Organize and maintain both digital filing systems (e.g., OneDrive) and physical records, including filing cabinets and archived materials. Ensure all document management systems are accurate, accessible, well-organized, and compliant with company standards. Perform Additional Duties as

Assigned Qualifications:

• Experience in office management, administrative operations, or similar role.
• Strong organizational and multitasking skills with high attention to detail.
• Experience supporting accounting or accounts payable functions preferred.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with OneDrive or similar systems.
• Excellent communication and interpersonal skills.
• Ability to manage vendors, prioritize tasks, and work independently.

Preferred Skills:

• Fluent in Spanish
• Familiarity with basic accounting principles and financial processes.
• Experience coordinating travel and managing corporate accounts.
• Comfort working in a detail-oriented environment.

Pay:

From $60,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Experience:

office or administrative: 1 year (Required)

Language:

Spanish (Preferred)

Work Location:

In person