Job Description

Job Description

Job Description

Job Overview
We are seeking a dynamic and highly organized Office Administrator / Receptionist to join our team! This role combines front desk responsibilities with comprehensive accounting assistant, ensuring smooth daily operations and a welcoming environment for all visitors and staff. The ideal candidate will be proactive, detail-oriented, bilingual (in both English and Spanish), and possess excellent communication skills to handle administrative tasks efficiently while fostering a positive office atmosphere. As well as knowledge in Accounting using QuickBooks Online, to be used for entering invoices, receipts, and assistant our AP/AR department. This paid position offers an exciting opportunity to contribute to a vibrant workplace and develop valuable skills across multiple administrative functions.

This job is required to be worked in house. We do not offer virtual positions.

Collaborative Environment & Organizational Focus

This role operates within a unique and dynamic environment, serving three distinct companies housed under one roof. While this setup ensures a fast-paced and occasionally busy atmosphere, it provides an unparalleled opportunity for cross-functional exposure and growth. We are specifically looking for an individual who thrives in collaboration and possesses exceptional organizational skills to manage diverse needs and priorities across the entities efficiently. The successful candidate will be key in maintaining seamless operational flow and fostering a cooperative spirit among all three companies.

Responsibilities

• Greet visitors, clients, and vendors with professionalism and warmth, managing multi-line phone systems and "front" desk duties.
• Manage calendar scheduling, appointments, and meeting arrangements to optimize team productivity.
• Oversee vendor management, including coordinating supplies, services, and maintaining positive relationships.
• Perform clerical tasks such as filing, data entry, bookkeeping, and maintaining accurate records using QuickBooks Online.
• Support human resources functions including assisting with training & development initiatives.
• Handle office supplies inventory, monitor budgets related to office expenses, and ensure cost-effective procurement.
• Assist with event planning for meetings or company functions to promote team engagement and organizational culture.
• Maintain confidentiality of sensitive information related to payroll, medical office management (if applicable), and personnel matters.

Qualifications

• Proven experience in office administration, clerical work, or reception duties within a professional environment.
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.
• Excellent communication skills—both verbal and written—with professional phone etiquette.
• Familiarity with office management software such as QuickBooks Online, calendar management tools, and multi-line phone systems.
• Assist in collection call's, following up with vendors.
• Insert receipts and invoices using accounting software such as Quickbooks Online.
• Supervising experience or team management skills are highly desirable for supporting staff coordination.
• Knowledge of human resources budgeting, filing systems, and bookkeeping procedures.
• Experience in event planning or coordinating meetings is a plus.
• Ability to adapt quickly to changing priorities while maintaining attention to detail in all tasks. Join us in creating an efficient and welcoming office environment where your organizational talents can shine! This role is perfect for motivated individuals eager to grow their administrative expertise while supporting a collaborative team dedicated to excellence.

Key Position Details Requirement

Work Schedule

Monday – Friday, 7:00 AM – 4:00 PM

Location

In-House / On-Site (No Virtual/Remote Positions Offered)

Overtime

Must be pre-approved by management.

Interview Process

All interviews will be conducted in person on-site.

Location: Tracy, CA 95304. Address will be shared prior to scheduled interview.

Job Type: Full-time

Benefits:

• 401(k)

Work Location: In person

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