Top 464 General admin Jobs in Santa Clara, Ca

Office & Administrative Operations Manager
Silicon Valley Builders Group —San Jose, CA
- $65,000 - $85,000 a year
- Full-time
- Spanish
- Google Workspace
- Microsoft Excel
- Health insurance
- Dental insurance
Quick Apply
7d
Office Administrator & HR/Payroll Operations
PASONA N A, INC. —San Jose, CA
- $40 - $43 an hour
- Full-time
- Background check
- Mid-level
- Office
Executive Assistant 1 - (1500903) Onsite
Flex Employee Services —Stanford, CA
- $40 - $45 an hour
- Contract
- Background check
- Google Workspace
- Mid-level
- Referral program
Quick Apply
1d
Administrative Operations Specialist (21239) - Hybrid
Flex Employee Services —Stanford, CA
- $35 - $42 an hour
- Contract
- Hybrid work
- Background check
- Microsoft Outlook
- Customer service
- Referral program
Quick Apply
10d
Executive Assistant
Avispa Technology —Stanford, CA
- $40 - $45 an hour
- Temporary
- Google Workspace
- Mid-level
- Office
- Dental insurance
- Vision insurance
Quick Apply
2d
Administrative Assistant II
Dublin San Ramon Services District —Pleasanton, CA
- $6,921 - $8,411 a month
- Full-time
- Inventory management
- ERP systems
- Mid-level
1d
Receptionist and Workplace Services Coordinator
Silicon Valley Community Foundation —Mountain View, CA
- $82,000 - $84,000 a year
- Overtime
- Office
- Administrative experience
- High school diploma or GED
- 403(b) matching
- Paid holidays
7d
Executive Assistant I
Stanford Health Care —Palo Alto, CA
- $45.94 - $59.73 an hour
- Full-time
- High school
- Basic math
- English
Administrative Assistant
Abbott Laboratories —Santa Clara, CA
- $22.50 - $45.00 an hour
- Full-time
- Microsoft Outlook
- Mid-level
- Office
- Health insurance
- Tuition reimbursement
Administrative Assistant II
Pacific Clinics —San Jose, CA
- $23.43 - $28.81 an hour
- Monday to Friday
- Microsoft Word
- LMFT
- Licensed Clinical Social Worker
- Health insurance
- Dental insurance
10d
SUPPORT SERVICES ASSISTANT (GENERAL)
Department of Rehabilitation —Santa Clara County, CA
- $3,326 - $4,574 a month
- Online Application
- Microsoft Excel
- Working with individuals with disabilities
- Office
- Paid holidays
- Health insurance
7d
OFFICE TECHNICIAN (TYPING)
Department of Industrial Relations —Alameda County, CA
- $3,829 - $4,794 a month
- Online Application
- Hybrid work
- Microsoft Word
- Microsoft Excel
- Writing skills
- Paid holidays
- Health insurance
7d
Office & Membership Operations Coordinator
San Jose Chamber of Commerce —San Jose, CA
- $70,000 - $85,000 a year
- Full-time
- Mid-level
- Office
- 3 years
- Health savings account
- Health insurance
Quick Apply
6d
School office Assistant, Saint Joseph School
Diocese of San Jose (DSJ) —Mountain View, CA
- $21 - $50 an hour
- Weekends as needed
- School experience
- Spanish
- English
Office Administrator
Spencer Fane —San Jose, CA
- $130,000 - $155,000 a year
- Weekends as needed
- 7 years
- Ability to walk for extended periods
- Administrative experience
- Disability insurance
- Health insurance
Business Office Assistant
Vasona Creek Healthcare Center —Los Gatos, CA
- $25 - $35 an hour
- Full-time
- Microsoft Excel
- HIPAA
- Office
- Paid holidays
- Disability insurance
Quick Apply
7d
Administrative Business Partner & Chapter Operations Coordinator
Roche —Pleasanton, CA
- $82,500 - $153,100 a year
- Online Application
- Google Workspace
- Mid-level
- Bachelor's degree
2d
Office Assistant
MyOHR —San Jose, CA
- $27 - $32 an hour
- Temporary
- Basic math
- Office
- High school diploma or GED
- Health insurance
- Dental insurance
Quick Apply
Workplace Coordinator
Gatik AI —Santa Clara, CA
- $25 - $40 an hour
- Microsoft Excel
- Microsoft Outlook
- Office
Quick Apply
2d
Administrative Assistant (Office Position) Part-Time
MJ Mansouri, Realtor —San Jose, CA
- $22 - $25 an hour
- Part-time
- Microsoft Excel
- Microsoft Outlook
- Computer literacy
- Flexible schedule
Quick Apply
9d

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Office & Administrative Operations Manager

Silicon Valley Builders Group
San Jose, CA

Quick Apply

Job Details

Full-time
$65,000 - $85,000 a year
7 days ago

Benefits

Health insurance
Dental insurance
401(k)
Vision insurance
401(k) matching

Qualifications

Spanish
Microsoft Excel
English
Administrative experience
Liability insurance knowledge
QuickBooks
Organizational skills
Payroll
HR support
Office management

Full Job Description

About the Role
----------------------------------------------------------------------------------
We are a group of established, affiliated companies serving the Bay Area in commercial and residential construction, landscaping, facilities/site services, and HOA property management. We are seeking an experienced, highly organized Administrative Operations Manager to own the people, payroll, and compliance functions that keep our businesses running smoothly across all entities.

This is a hands-on, detail-driven role for someone who thrives on managing process, staying ahead of deadlines, and being the dependable hub that HR, payroll, insurance, fleet, and subcontractor administration all run through. You will work closely with ownership, project management, accounting, and field leadership.

KEY RESPONSIBILITIES

Human Resources & Benefits
----------------------------------------------------------------------------------

Administer HR functions across all affiliated companies
Coordinate new-hire onboarding: required forms, enrollment steps, and documentation tracking.
Manage benefits enrollment, renewals, and changes (medical, dental, vision, life, etc.).
Maintain accurate employee records and compliance documentation.
Schedule and track mandated trainings (e.g., harassment prevention and other required state/federal trainings) and ensure HR compliance deadlines, acknowledgments, and postings are met.

Payroll & Time Tracking
----------------------------------------------------------------------------------

Own the timekeeping process and tools; ensure timesheets are complete, submitted on time, and corrected as needed.
Ensure time is coded to the correct jobs and cost codes to support accurate job costing and reporting.
Oversee the field roll-call/time-entry process and the staff member responsible for daily entry; verify accuracy and resolve gaps with project management.
Process and submit payroll on schedule through the company payroll service, and post payroll to the accounting system (QuickBooks) for proper cost coding.
Support the rollout, adoption, and reconciliation of time-tracking technology (e.g., GPS and geofenced time apps); correct and troubleshoot as needed.

Workers' Compensation & Safety
----------------------------------------------------------------------------------

Manage workers' comp claims with carriers from intake through resolution.
Coordinate with field and project management so onsite, non-emergency care is handled appropriately, and follow up with employees to confirm care was adequate.
Enter payroll figures into the workers' comp portal for accurate premium calculation.
Own administration of the safety program: track training completion, documentation, and audits/checklists; escalate issues while field leadership executes; support incident reporting.

Fleet Administration
----------------------------------------------------------------------------------

Maintain current registration, insurance, titles, and authorized-driver assignments for every company vehicle.
Handle disposition paperwork when vehicles are sold or retired, including release of liability and insurance updates. (Vehicle maintenance is handled by others.)
Produce a fleet tracker and monthly exception report (expiring registration/insurance, unassigned vehicles, driver-list issues).
Subcontractor & Vendor Administration
Administer subcontract agreements: coordinate with the project management team to gather scope, pricing, and exhibits, ensure agreements are executed, and store signed documents in the correct systems.
Maintain a clean audit trail for each sub: signed agreement, certificate of insurance, W-9, and vendor setup status.
Track subcontractor payments against contract values to prevent overpayment, flagging risks before payments are issued.
Manage vendor/subcontractor compliance: keep current COIs, W-9s, and required endorsements on file, and proactively request updates before expiration.

Deposits, Collections & Reporting
----------------------------------------------------------------------------------

Receive and deposit physical checks, log deposit detail, and confirm deposits post to the correct accounts.
Run collections on overdue invoices using collections software (automated reminders), call customers when needed, and coordinate with the production team to clear payment blockers.
Produce regular tracking reports and exception lists (time compliance, fleet, vendor compliance, collections) for ownership review.

Qualifications & Skills
----------------------------------------------------------------------------------

3+ years in an administrative operations, HR/payroll, or office management role, ideally in construction, trades, landscaping, property management, or a similar field-based business.
Hands-on payroll processing experience; familiarity with payroll platforms and time-tracking systems.
Working knowledge of QuickBooks (or comparable accounting software) and job-cost coding.
Understanding of workers' comp, general liability, auto, and certificate-of-insurance (COI) administration.
Highly organized, deadline-driven, and comfortable owning multiple compliance calendars at once.
Strong communication skills and the ability to coordinate across ownership, project managers, field crews, and outside vendors and brokers.
Discretion and reliability in handling confidential employee, payroll, and financial information.
Proficiency with Microsoft Office / Google Workspace and general comfort adopting new software tools.

Preferred (Not Required)
----------------------------------------------------------------------------------

Bilingual English/Spanish.
Experience with prevailing-wage or certified payroll, AvidXchange, or fleet administration.

What We Offer
----------------------------------------------------------------------------------

$75,000-85,000+ salary, commensurate with experience.
Benefits package (medical, dental, vision, 401K).
A central, high-impact role with direct exposure to ownership and the opportunity to shape and improve core operating processes.

To apply, please submit your resume and a brief summary of your relevant experience. We are an equal opportunity employer.

Pay: $65,000.00 - $85,000.00 per year

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Vision insurance

Work Location: In person

Quick Apply

Refine Your Search

general admin jobs in santa clara, ca

Office & Administrative Operations Manager

Office Administrator & HR/Payroll Operations

Executive Assistant 1 - (1500903) Onsite

Administrative Operations Specialist (21239) - Hybrid

Executive Assistant

Administrative Assistant II

Receptionist and Workplace Services Coordinator

Executive Assistant I

Administrative Assistant

Administrative Assistant II

SUPPORT SERVICES ASSISTANT (GENERAL)

OFFICE TECHNICIAN (TYPING)

Office & Membership Operations Coordinator

School office Assistant, Saint Joseph School

Office Administrator

Business Office Assistant

Administrative Business Partner & Chapter Operations Coordinator

Office Assistant

Workplace Coordinator

Administrative Assistant (Office Position) Part-Time

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