Administrative Assistant

Robert Half • San Carlos, CA • 5h ago

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.

Key Responsibilities

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

Qualifications

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

TalentMatch®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) and Privacy Notice (https://www.roberthalf.com/us/en/privacy) .

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