Office Coordinator

We are seeking a detail-oriented and personable General Office Coordinator to ensure our workplace operates efficiently and professionally. This role supports daily operations, manages office tasks, and serves internal and external customers. The ideal candidate also assists with billing, lien management, collections, and various office duties.

Hours are 7:30-4:30 M-F. Work will begin in the Pleasanton office and move to the San Leandro office on 10/31.

Responsibilities

• Manage administrative tasks, including project invoicing, certified payroll, and collections
• Set up new customers and vendors
• Create and manage purchase orders
• Oversee accounts payable using the RSO system (ReadSoft)
• Prepare and maintain reports (e.g., safety, Smartsheets, support requests)
• Attend meetings as needed
• Contribute to improving office processes to enhance efficiency
• Perform additional duties as assigned

Qualifications

• Resides in Northern California and commutes daily to the Pleasanton and San Leandro offices
• Possesses 3+ years of experience in an office environment
• Holds a high school diploma or equivalent
• Demonstrates strong organizational and multitasking abilities
• Communicates effectively, both verbally and in writing
• Proficient with office software and equipment, including the Microsoft Suite
• Capable of prioritizing tasks and meeting deadlines
• Works well in a team-oriented environment

Preferred Qualifications (Wishlist)

• Experience with construction billing and lien releases
• Background in collections and accounts receivable
• Familiarity with certified payroll and prevailing wage requirements
• Advanced proficiency in Microsoft Outlook, Teams, and Excel
• Experience using Smartsheet software