Office Associate

Description

Primary Objective

The Office Associate keeps the day-to-day operations of the office running smoothly by providing front-office, administrative, and facilities support. This role is well organized, works independently with little supervision, maintains a positive attitude, contributes positively in a team environment, and is comfortable working in a fast-paced industry with short timelines.

Duties and Responsibilities

Front Office & Communication

• Manages incoming phone calls, directing them to the appropriate staff or department.
• Maintains daily upkeep of common areas, including the front office, restrooms, conference room, and kitchenette.
• Sets up the coffee pot daily and at end of day.
• Maintains absence and conference room calendars.

Document & Records Management

• Handles filing, copying, and scanning of documents.
• Assists with organizing preliens and mailing out final lien releases.
• Marks jobs paid in the job log and stamps the corresponding physical file.
• Arranges FedEx shipments as needed.

Facilities & Supply Management

• Tracks printer ink/toner inventory, ordering, and recycling.
• Maintains office supply inventory and ordering.
• Maintains the Konica printer, keeping it tidy daily and reporting the meter reading monthly.
• Assists in handling routine monthly building services and needs.
• Supports seasonal needs such as office decoration, holiday cards, and holiday party planning assistance, as needed.

Administrative & Financial Support

•  Provides AP and AR assistance, including shiplog maintenance and tracking AP check release dates.
• Supports small projects and performs other administrative duties as assigned or requested.

Requirements

Required Skills and Abilities

• High degree of accuracy and attention to detail.
• Ability to work both collaboratively and independently.
• Proficient in Microsoft Office Suite and Google applications.
• Strong multi-tasker; able to manage competing priorities in a fast-paced environment with short timelines.
• Reliable in work and attendance; comfortable working with little supervision.
• Clear written and verbal communication skills; positive attitude and a strong team contributor.

Education and Experience

• High school diploma or equivalent required; additional coursework in office or business administration preferred.
• 1+ years of experience in an administrative, office support, or receptionist role preferred.
• Experience with accounts payable/receivable support and general office equipment (printers, copiers, postage/shipping) a plus.

Physical Requirements

• Prolonged periods of being on feet, kneeling, and bending.
• Must be able to lift up to 35 pounds.
• Frequent use of hands for keyboard operation, filing, and document handling.

Work Environment

• Office-based in Livermore, CA; standard business hours with occasional flexibility for building or seasonal needs.
• Fast-paced environment with short timelines and shifting priorities; works closely with office staff and interfaces with vendors, building services, and other departments.