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Office assistant? Assistant Manager
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Source One Building Maintenance
Santa Clara, CA (In Person)
$54,080 Salary, Part-Time
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Job Description
Office assistant? Assistant Manager Source One Building Maintenance Santa Clara, CA Job Details Part-time $25 - $27 an hour 1 day ago Benefits Paid holidays 401(k) Qualifications Employee onboarding Confidential information handling Interpersonal skills Spreadsheets Executive administrative support High school diploma or GED Invoice payment processing Employee data management Internal employee customer service Attention to detail Financial record maintenance Organizational skills Management reporting Productivity software Onboarding process management Employee record maintenance Accounting support File organization Full Job Description Office Assistant / Assistant Manager Internal Job Description Position Title Office Assistant / Assistant Manager Department Operations / Administration FLSA Status Non-Exempt Work Location In Person at 2974 Scott Blvd, Santa Clara, CA 95054 Employment Type Part-Time Reports To Operations Manager, Human Resources, and Owner Pay Range $25.00 - $27.00 per hour Work Schedule Monday through Friday, 10:00 a.m. to 4:30 p.m. Position Summary The Office Assistant / Assistant Manager provides administrative, operational, and employee support in a fast-paced commercial cleaning business. This position helps maintain efficient office operations, supports day-to-day coordination with field teams and management, assists with employee records and routine HR-related processes, and performs basic accounts payable and reporting tasks. The ideal candidate is organized, dependable, able to manage competing priorities, and comfortable handling sensitive information with professionalism and discretion. Essential Functions
- Coordinate and support daily office operations in a fast-paced environment.
- Answer and direct incoming phone calls, emails, and routine office communications.
- Maintain organized paper and electronic filing systems, records, and general office documentation.
- Schedule appointments, meetings, and other business activities as assigned.
- Support management with administrative and operational tasks to help maintain office efficiency. Human Resources and Employee Support
- Maintain employee files, attendance records, and scheduling documentation in accordance with company practices.
- Assist with routine onboarding, employee documentation, coaching follow-up, and related administrative support.
- Support the consistent application of company policies, procedures, and workplace expectations.
- Respond professionally to employee and customer concerns and escalate issues to management when appropriate.
- Maintain confidentiality of employee, customer, and company information. Operations Support
- Assist the Operations Manager with project assignments, scheduling coordination, and daily workflow support.
- Review operational reports, including Fastrack, gas usage, crew sheets, and other internal tracking documents.
- Assist with monthly chemical and janitorial supply inventory activities and maintain related records.
- Prepare or update vehicle maintenance and other office or operations reports as assigned.
- Maintain and update internal logs, tracking systems, and ISO-related records as needed.
- Coordinate routine office support tasks such as ordering supplies and arranging team meals or other scheduled office needs. Accounts Payable Support
- Assist with invoice processing, coding, tracking, and related accounts payable support tasks.
- Communicate with vendors and internal team members regarding invoice status, documentation, and follow-up needs.
- Maintain accurate records and assist with routine reconciliation or documentation review as assigned.
- Complete other duties as assigned. Minimum Qualifications
- High school diploma or equivalent required.
- At least two years of experience in administrative support, office coordination, bookkeeping support, or a closely related role.
- Ability to maintain organized records, manage multiple priorities, and follow through on assignments with accuracy.
- Strong verbal and written communication skills and professional customer service abilities.
- Proficiency with Microsoft Office, email platforms, spreadsheets, and general office systems.
- Ability to maintain confidentiality and handle sensitive employee, customer, and company information appropriately. Preferred Qualifications
- Experience in a service-based, field-based, or fast-paced operations environment is preferred.
- Additional administrative, bookkeeping, office management, or related training is preferred.
- Bilingual English/Spanish skills are preferred.
- Demonstrated ability to work independently, manage interruptions, and adapt to changing priorities is preferred.
- Previous experience supporting office operations in a commercial cleaning, facilities, or similar service environment is preferred. Required Knowledge and Skills
- Knowledge of general office procedures, records management, and administrative support practices.
- Knowledge of basic accounts payable processes, invoice tracking, and routine financial documentation procedures.
- Knowledge of standard human resources support practices, including employee file maintenance, onboarding documentation, and confidentiality expectations.
- Skill in organizing and prioritizing work, managing multiple assignments, and meeting deadlines in a fast-paced environment.
- Skill in verbal and written communication, including the ability to interact professionally with employees, customers, vendors, and leadership.
- Skill in maintaining accurate records, preparing reports, and using attention to detail to support office and operational processes.
- Skill in using Microsoft Office applications, email systems, spreadsheets, and other standard office technology.
- Ability to exercise discretion, maintain confidentiality, and use sound judgment when handling sensitive employee, customer, and business information. Physical Demands and Work Environment
- This position primarily works in an office environment with frequent use of a computer, keyboard, telephone, and other standard office equipment.
- Must be able to remain in a stationary position for extended periods and move throughout the office as needed.
- Must be able to occasionally stand, walk, bend, stoop, reach, and lift or carry office supplies, files, or similar materials up to approximately 20 pounds.
- May occasionally visit supply storage areas, inspect materials, or assist with inventory-related tasks.
- Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Benefits
- 401k
- Bonuses
- Paid holidays This job description is intended to describe the general nature and level of work performed by an individual assigned to this position.