Administrative Assistant

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.

Key ResponsibilitiesServe as the primary point of contact for incoming calls, visitors, clients, and vendorsManage reception, mail distribution, shipping/receiving, and postage operationsMaintain organized digital and physical filing systems for company, project, and financial recordsCoordinate office supplies, kitchen inventory, copiers/plotters, janitorial services, and light facility-related needsSupport daily office organization and ensure a professional, welcoming environmentAssist Project Managers with meeting coordination, agendas, correspondence, and follow-up communicationSupport estimating and project teams with drawing preparation and bookmarking bid documents using BlueBeamCreate and maintain project files, templates, contact lists, and branded documentationSet up and maintain opportunities and projects within the Innergy systemEnsure document accuracy, organization, and version control across departmentsSupport Accounts Payable processes including PO matching, invoice entry, vendor setup, W-9 collection, and weekly payment processingAssist with EFTs, wires, and vendor credit applicationsPerform monthly bank reconciliations and maintain financial filing systemsCoordinate quarterly California sales/use tax filings and Nevada filings as neededAssist with annual 1099 preparation and monthly financial reporting bindersPrepare onboarding packets and assist with new hire setupMaintain employee contact records and emergency informationCoordinate logistics for company events, celebrations, holiday activities, and team gatheringsHelp foster a positive, collaborative, and team-oriented office cultureMaintain Certificates of Insurance (COIs), licenses, permits, and compliance recordsTrack renewals for insurance policies, CSLB registrations, and city business licensesSupport audit preparation, pre-qualification documentation, and contract archivesCoordinate light IT and vendor support for phones, printers, plotters, and office systemsMonitor recurring vendor invoices and identify billing discrepancies