POSITION TITLE: Administrative Assistant
LOCATION: Shoreway Environmental Center, San Carlos, CA
REPORTS TO: Controller
FLSA STATUS: Non-Exempt
WAGE RANGE: $27.15 – $38.78 per hour
Position Summary
South Bayside Industries (SBI) is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant to support daily office operations and provide administrative and accounting support to the organization. The ideal candidate will play a critical role in maintaining efficient office functions, ensuring effective communication among departments, and assisting with basic accounting processes. This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment.
Essential Job Functions
Administrative Support
- Greet and assist visitors, clients, vendors, and employees in a professional and courteous manner.
- Maintain a clean, organized, and professional office environment.
- Manage office supplies and coordinate purchasing and replenishment as needed.
- Answer, screen, and direct incoming phone calls.
- Respond to emails and other correspondence promptly and professionally.
- Distribute information and communications throughout the organization as needed.
- Coordinate and schedule appointments, meetings, conferences, and training sessions.
- Manage calendars and assist with scheduling to ensure efficient use of time and resources.
- Organize, maintain, and archive paper and electronic records.
- Prepare, edit, and distribute correspondence, reports, presentations, and other business documents.
- Accurately enter, update, and maintain information in various databases and systems.
- Maintain confidential files, records, and sensitive information.
- Provide general administrative support to management and staff.
Accounting Support
- Assist the Controller and accounting staff with routine accounting and financial administrative functions.
- Process invoices and support Accounts Payable activities, including data entry, coding, and vendor communications.
- Assist with payroll-related administrative tasks, including maintaining records and supporting payroll processing activities.
- Support Accounts Receivable functions, including preparing invoices and maintaining customer records.
- Reconcile and organize financial documentation and records.
- Assist with month-end reporting and other accounting projects as assigned.
- Maintain confidentiality of financial and personnel information.
Experience, Education, and Certification
- High school diploma or equivalent required.
- Associate degree, coursework, or certification in Business Administration, Office Administration, Accounting, or a related field is preferred.
- Minimum of two (2) years of administrative support experience preferred.
- Experience supporting accounting functions such as Accounts Payable, Accounts Receivable, payroll administration, bookkeeping, or financial recordkeeping is highly desirable.
Knowledge, Skills, and Competencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Proven experience as an Administrative Assistant or relevant administrative role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time management skills.
- Strong communication skills, both written and verbal.
- Attention to detail and problem-solving abilities.
- Ability to multitask and prioritize tasks effectively.
- Discretion and the ability to handle confidential information.
ENVIRONMENTAL/ATMOSPHERIC WORKING CONDITIONS:
The following environmental/atmospheric working conditions are commonly, but not always, associated with the performance of this position. The actual working conditions will vary. While performing the duties of this job, the employee is exposed to indoor and outdoor environments. The Employee may be exposed to an environment which includes moving mechanical parts, fumes or airborne particles, dirt, odor, noise, weather extremes or similar elements and physical occupation risks (such as cuts, burns, exposure to toxic chemicals). Extensive walking and stair climbing is required. If working indoors the employee will be working in a reasonably clean, well-lighted, and ventilated office.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
Work Location: In person
Job Type: Full-time
Pay: $27.15 - $38.78 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
