Administrative Assistante

Merchants Building Maintenance•Hayward, CA

28d•Onsite

About The Position

We’re a reliable, responsive commercial cleaning company. Merchants Building Maintenance is a full-service, family-owned and operated commercial cleaning company that has grown to become one of the largest providers in the Southwestern US. Our Mission To excel in all that we do for our customers, employees, suppliers, and the communities we serve by continuously improving the quality and value of our services. Family Atmosphere Every one of our 6,000+ team members is important to us. We’re proud to treat everyone on our staff like family Woman-Owned We are a certified woman-owned business by the Women’s Business Enterprise National Council (WBENC) and a certified Women’s Business Enterprise by the Supplier Clearinghouse.

Requirements

Office Management and Organization
Communication Support
Scheduling and Calendar Management
Document Preparation and Management
Data Entry and Record Keeping
Support for Meetings and Events
Financial Administration
Customer and Client Relations
Collaboration and Team Support
Technical Support
General Office Support

Responsibilities

Order and maintain office supplies and equipment.
Organize and maintain filing systems, both physical and electronic.
Manage office schedules and appointments.
Ensure the office environment is clean, organized, and functional.
Answer and direct phone calls, emails, and other correspondence.
Screen calls, take messages, and forward information to relevant team members.
Draft, proofread, and send official correspondence, reports, and memos.
Handle inquiries from clients, customers, or other external parties.
Write letters and emails on behalf of other office staff.
Provide assistance to employees and colleagues with their inquiries.
Coordinate and schedule meetings, conferences, and appointments.
Book and arrange travel logistics, including booking transportation and accommodations.
Manage and update executive calendars and prioritize appointments.
Prepare presentations, reports, and spreadsheets.
Create and maintain documents such as contracts, invoices, and official records.
Assist with document revisions, filing, and ensuring proper document storage.
Input, update, and maintain accurate data in computer systems and databases.
Process forms, applications, and other administrative paperwork.
Payroll data entry.
Handle confidential information with discretion.
Organize logistics for meetings, conferences, and events.
Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
Assist in event coordination, including catering, room setup, and materials preparation.
Assist with budgeting, invoicing, and expense tracking.
Handle petty cash and process expense reports.
Support the preparation of financial reports or documents.
Greet visitors and clients, directing them to appropriate individuals.
Address basic customer service inquiries.
Assist with client communications and follow-ups.
Support other team members by managing or assisting with administrative tasks.
Provide back-up support for other office staff when necessary.
Train coworkers and support the onboarding of new personnel.
Coordinate with various departments to ensure smooth workflow.
Operate office equipment such as copiers, fax machines, and printers.
Troubleshoot minor technical issues with office devices and software.
Maintain and update office software and ensure its proper functioning.
Provide general clerical support to executives or department heads.
Handle incoming and outgoing mail and packages.
Assist in organizing office events, team-building activities, and celebrations.