Administrative coordinator jobs in San Rafael, CA - 904 jobs

Job Title: Operations Coordinator Reporting to: General Manager About 8Fleet: 8Fleet is hiring! 8Fleet is a rapidly growing LA-based technology and logistics startup building the operational infrastructure for both non-autonomous and future autonomous rideshare fleets. With our anticipated growth, we're searching for passionate team members to join and grow with our team. You'll be involved in every aspect of the operations as we rapidly expand across Los Angeles and beyond! About the Role: We are looking for a highly organized and reliable Operations Coordinator to join our team. In this role, you'll be a key part of our daily operations, interfacing with drivers and ensuring our fleet of vehicles is ready for our drivers at the start of each shift and accounted for at the end. You'll be the point person for managing shifts, helping to maintain a smooth and efficient workflow for the entire team. This is a hands-on position that requires strong attention to detail and a proactive approach to problem-solving. What You'll Do: Supporting Drivers: Providing assistance and support to drivers, including troubleshooting issues, on-road coaching, and managing overall performance. Scheduling Maintenance and Repairs: Coordinating routine maintenance, inspections, and repairs to ensure vehicles are in good working order. Managing Inventory: Maintaining records of keys, vehicle equipment, and other supplies needed for fleet operations. Monitoring Fuel Levels and Other Key Metrics: Tracking fuel consumption and other relevant data to optimize fleet performance. Ensuring Compliance: Adhering to safety regulations, DOT regulations, and other relevant standards. Optimizing Routes and Logistics: Working to improve routing, scheduling, and other aspects of fleet operations to maximize efficiency and minimize costs. Working with External Vendors: Coordinating with mechanics, repair shops, and other vendors to ensure timely and cost-effective repairs. Maintaining Records: Keeping accurate records of vehicle maintenance, repairs, and other relevant data. Assisting with Vehicle Purchases and Replacements: Working with the fleet manager to plan for vehicle purchases and replacements. Process Improvement: Identifying and implementing process improvements to enhance fleet operations. Scheduling and Time & Attendance Tracking: Monitoring, managing, editing, and approving timecards as well as creating weekly schedules for all supervisors and drivers. Successful Candidates Will Bring: 1-3 years of experience in startups or consulting with a proven track record of success. Strong analytical and problem-solving skills with the ability to analyze data and make data-driven decisions. Excellent communication, interpersonal, and leadership skills. Proficiency in Microsoft Office a plus! Bachelor's degree required. Experience with ridesharing platforms (Uber, Lyft) is a strong plus. Compensation: Pay: $65,000 - $75,000The pay listed is the salary range for this position. Any specific offer will vary based on the successful applicant's education, experience, skills, abilities, geographic location, and alignment with market data. You may be eligible to participate in a Company incentive or bonus program. Equal Opportunity Employer: 8Fleet is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, 1 gender, sexual orientation, age, marital status, veteran status, or disability status. Disclaimer: This job description may be updated at any time without prior notice.

Our client is seeking a Tenant Services Coordinator to join their team temp to hire. This is an onsite position in San Jose. RESPONSIBILITIES The Tenant Services Coordinator is responsible for supporting property operations for an office portfolio. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to: Answer management phones and assist with tenant needs Respond to inquiries by providing routine information and/or taking and delivering messages Prepare and distribute correspondence Process incoming and outgoing mail Assist with meeting, event and other scheduling and coordination Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events Assist with publication and distribution of tenant newsletter, maintenance of property website Maintain inventory of office supplies and property staff directory Maintain accurate and up to date tenant, team and vendor contact lists Maintain compliant certificates of insurance for tenants and vendors Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs Coordinate tenant survey process, including annual action plan implementation Assist team with vendor coordination as requested or assigned Assist with preparing and administering service agreements Establish and maintain good record keeping and filing systems for tenant, vendor and property files Responsible for accounts payable, accounts receivable and reporting at the property level Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding Track invoices to ensure vendors are submitting timely Prepare and distribute Tenant billings Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested Assist with budget preparation as requested POSITION REQUIREMENTS High school diploma required, associate or bachelor's degree preferred Experience with MRI and Yardi software / property management preferred but not required Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases Possess professional demeanor and excellent interpersonal and customer service skills Have access to reliable transportation Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook Excellent communication skills, both verbal and written Ability to work independently Able to prioritize tasks and projects and thrive in a fast-paced environment On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week

Pay Range: $23 hourly We are seeking a detail-oriented and proactive Administrative Front Desk Specialist to become the core support for our office's efficient operations. You will play a dual role: serving as the first-line representative of the company image, responsible for front desk reception and daily liaison; and acting as the reliable cornerstone for office operations, ensuring a smooth-running work environment, supply management, and basic services. If you excel at multitasking, have a keen eye for detail, and enjoy supporting a team in a dynamic environment, we look forward to your application. Key Responsibilities 1. Front Desk Reception & Switchboard Services Manage front desk reception, including guest registration and escorting, providing a professional and friendly first impression. Answer the main switchboard, properly handle call routing, message taking, and basic inquiries. Receive, sort, and distribute daily mail, courier packages, and parcels. 2. Procurement & Vendor Management Responsible for the procurement, inventory management, and expense tracking of daily office supplies and consumables. Coordinate maintenance, services (e.g., plants, drinking water, cleaning), and related liaisons for site facilities. Source, manage, and maintain relationships with relevant vendors, conduct price comparisons, place orders, and perform follow-ups. 3. Logistics & Document Management Handle the reception, registration, documentation signing (check-in) for arriving trucks (logistics), and coordinate with internal departments for goods receipt. Establish and maintain systematic filing systems (both physical and electronic), ensuring easy retrieval and secure storage of important documents. Assist in the preparation, photocopying, scanning, and organization of routine administrative documents. 4. Office Operations Support Maintain the cleanliness, order, and aesthetic appearance of the front desk, meeting rooms, common office areas, and reception zones. Assist in meeting arrangements, travel bookings, and basic expense report compilation. Proactively assist team members and supervisors with various assigned administrative tasks, supporting team activities and projects. Qualifications Education & Experience: College diploma or above, preferably in Administration, Secretarial Studies, Business Management, or a related field. 1+ years of experience in an administrative, front desk, or office assistant role is advantageous. Fresh graduates with outstanding potential are also welcome to apply. Skills & Competencies: Excellent communication and interpersonal skills with a strong customer service orientation. Strong organizational, coordination, and multitasking abilities; meticulous and methodical work style. Proficient in Microsoft Office Suite (Word, Excel, Outlook). Basic procurement knowledge and vendor communication skills. Ability to work independently while being a strong team player. Personal Attributes: Professional appearance, cheerful personality, strong sense of responsibility, good adaptability, and capable of thriving in a fast-paced work environment.

Renew Medic is a professional cabinet solutions company with a focus on delivering exceptional craftsmanship and personalized services in both residential and commercial settings. Evolving from Furniture Medic , we provide a range of cabinet services including repairs, restoration, and custom designs. Trusted by homeowners, insurance professionals, builders, and manufacturers, we are a go-to partner for cabinet restoration and transformation. With decades of experience, Renew Medic is dedicated to delivering high-quality solutions that meet the unique needs of our clients. Role Description This is a full-time, on-site role located in San Leandro, CA, for an Operations Coordinator. The Operations Coordinator will oversee daily operational processes, provide administrative support, and ensure efficient functioning of company workflows. Key responsibilities include managing customer service interactions, coordinating between teams and external partners, analyzing and improving operational procedures, and maintaining accurate records. Effective communication and collaboration with internal and external stakeholders will be vital for success in this role. Qualifications Operations Management and Administrative Assistance skills to manage workflows, schedules, and documentation Strong Communication and Customer Service skills for effective interaction with clients, team members, and external partners Sound Analytical Skills to assess operations, identify areas for improvement, and implement solutions Proficiency with relevant office software, organizational tools, and data management systems Ability to multitask, prioritize responsibilities, and work in a fast-paced environment Previous experience in an operations or administrative role is preferred

Job Title: Administrative Assistant Industry: Professional Services Pay: $80,000 - 90,000 annually + discretionary annual bonus is eligible for medical, dental, vision, and 401(k). About our client: Addison Group is partnering with our client to hire an Administrative Assistant for their San Francisco office. This is a great opportunity to join a collaborative, team-oriented environment where no task is too small, and every contribution is valued. Job Description: The Administrative Assistant will provide professional support to multiple team members and play a key role in ensuring smooth daily operations. This role requires a proactive, highly organized individual who enjoys multitasking, thrives in a fast-paced environment, and brings a positive, can-do attitude to the workplace. Key Responsibilities: Provide day-to-day administrative support for multiple team members Coordinate domestic travel and prepare itineraries Manage calendars, schedule meetings, and organize logistics Prepare and process expense reports and reimbursements Maintain office supplies, groceries, and common areas Greet and assist office visitors and clients Support meeting and event setup, both digital and in-person Assist with ad-hoc administrative tasks and special projects Qualifications: 3+ years of administrative experience preferred Bachelor's degree preferred Proficiency in Outlook and Microsoft Office Suite Strong organizational skills with excellent attention to detail Clear written and verbal communication abilities Positive, professional, and solution-oriented mindset Additional Details: Schedule: In-office Monday-Friday, with every other Friday remote Office size: 15 team members in San Francisco office Reporting to: Executive Assistant and leadership team Interview process: 3 stages, starting late September through October, with a target hire date in November Perks: Collaborative, team-oriented office environment Opportunity to take on a wide variety of tasks and projects Chance to work closely with both leadership and junior team members A culture that values positivity, teamwork, and “no task is too small” mindset

Job Title: Water Administrative Associate Job Type: Contract Work Schedule: On-site Rate: $30,Based on experience Admin description notes: In person 4 days a week minimum General administrative support needed with experience with excel and powerpoint. Daily Manage Water Hotline Monitor company email Transfer messages as needed Log inquires into smartsheet Monitor log to confirm inquiries have been responded to Invoices Monitor invoice email Add invoice information to invoice tracker on smartsheet If invoice requires requisition/no PO on invoice; reach out to PM for needed actions Stampli Pending approval report - Yvette generates report and sends out (as an example email from Yvette 12/10/25 @ 11:42. Confirm from Dat/Odelia has access to reports Stampli approvals? Daily Timecards checks Monitor timecard reports and work with techs to ensure timely accurate timecard charges Weekly (as needed) Pcard purchase and verification Tcard -travel arrangements If needed, Professional Certification support - can include travel, payment for class and test etc. Safety tailgate - during operational meetings Mail Amazon orders Invoice related - Utility payments review Bi-monthly Timecards TLA Axess Reqs Review of Service now dashboard Assist finance/engineers with req related questions Monthly WRCI Meeting (ice breaker, slides, host meeting) Valley Water letter and payments - update and get signature of letter to send in with payment Monitor Blanket PO Repot and support engineers process invoices on time Questions that determine what background check package to run Is a degree required for this job? (this will alert Magnit that an education check is needed) not required Is driving required for this job? (this will alert Magnit that a MVR is needed) Yes possibly (MVR needed) 35% - 1042949-1-ALAAM 30% - 1042950-1-ALAAM 10% - 1042951-1-ALAAM 8% - 1027626-1-AABNO 5% - 1027698-1-AABNO 5% - 1043391-1-AABNO 5% - 1155795-1-AABNO 2% - 1172100-1-ALAAJ About Maxonic: Since 2002 Maxonic has been at the forefront of connecting candidate strengths to client challenges. Our award winning, dedicated team of recruiting professionals are specialized by technology, are great listeners, and will seek to find a position that meets the long-term career needs of our candidates. We take pride in the over 10,000 candidates that we have placed, and the repeat business that we earn from our satisfied clients. Interested in Applying? Please apply with your most current resume. Feel free to contact Jaspreet Singh (Jaspreet.s@maxonic.com/ *************** for more details

We have an exciting opportunity for an Office Coordinator in the San Francisco, CA office at Eversheds Sutherland (US) LLP. We are searching for someone who wants to be a valued contributor and member of a talented and dynamic team of lawyers, paralegals and business professionals. The Office Coordinator is responsible for ensuring the smooth operation of the office and providing administrative and reception support. This position is on-site five (5) days a week. Responsibilities and Duties: Presents a professional, welcoming first contact to all visitors and provides courteous assistance; ensures that reception projects a professional and business-like atmosphere. Coordinates the maintenance of common spaces for appearance and functionality. Handles accounts payable and accounts receivable. Process all invoices and checks. Acts as the primary contact with office vendors. Sends out daily notifications of scheduled visitors, coordinates reservations for visitor offices and distributes access cards for visitors. Knowledgeable about office staff, secretarial assignments, visitor office availability and general office and building information to expedite requests or provide guidance to others. Coordinates meeting arrangements with applicable departments; orders meeting or conference meals and secures supplies; copies as needed. Provides A/V support for office video conference meetings as needed. Develops and implements efficient office systems. Maintains office equipment. Manages supplies and maintains storage areas. Answers incoming office calls, forwards callers and takes messages as needed Presents a professional, welcoming first contact to all visitors and provides courteous assistance; ensures that reception projects a professional and business-like atmosphere. Processes incoming and outgoing mail, handles shipping and receiving tasks, as needed. Assists with marketing and business development initiatives and materials. Provides support for Human Resources as needed and appropriate recruiting, onboarding, departures, office moves; communicates employee concerns. Remains current on firm technology changes and issues. Provides IT support as needed. Handles requests from office members, other offices and clients. Schedules and coordinates events internally and externally (holiday parties, social events, etc.) Performs other duties as assigned. Knowledge, Skills and Abilities: A Bachelor's degree is required. Three to seven years' experience working as an office coordinator or office administrative role, preferably in a legal environment. Excellent interpersonal, written and verbal communication skills are required. Proven analytical and problem-solving skills. Detail-oriented, organized. Ability to multi-task and prioritize workloads. Excellent computer skills and knowledge of MS Office Suite This position will require on-site presence five (5) days a week. The salary ranges for this position vary depending on the geographic location and other factors such as experience, internal equity, market data, and job-related considerations. The range for this position is from $51,000 - $74,000, with offers contingent upon the various factors. The firm's compensation strategy includes not just a base salary but also comprehensive benefits such as healthcare, paid time off, discretionary merit bonuses, life and disability insurance, retirement plans and tailored learning opportunities. Eversheds Sutherland (US) LLP is committed to promoting diversity and inclusion within our Firm and in the larger legal profession. We believe that diverse skills, knowledge and viewpoints make us a stronger firm. Eversheds Sutherland (US) LLP maintains a policy of affording all employees and applicants equal employment opportunities without regard to actual or perceived race, color, religion, sex (including pregnancy, childbirth, lactation and related medical conditions), sexual orientation, gender (including gender identity or expression or transgender status), national origin, age, disability, genetic information, marital or familial status, domestic violence victim status, ancestry, amnesty, citizenship status, ethnicity, military and veteran status, or any other characteristic protected by applicable law. Unlawful discrimination, harassment and retaliation will not be tolerated in any of the Firm's offices or any other work-related setting. Qualified individuals with a disability may request a reasonable accommodation in order to apply for a position or to enable them to perform the essential functions of a position for which they are otherwise qualified. EEO.

Administrative Assistant - Real Estate / Property Management Assignment Type: Temporary with potential for Direct Hire Compensation: $25-$30/hour (based on experience) Overview A well-established real estate and property management organization is seeking a reliable and detail-oriented Administrative Assistant for an on-site, in-office role based in Oakland, CA. This position supports a residential property portfolio and plays a key role in day-to-day property operations and resident services within a fast-paced, professional office environment. This role begins as a temporary assignment with strong potential to convert to a direct-hire position based on performance and business needs. Key Responsibilities Perform on-site administrative duties including sorting and distributing mail, preparing correspondence, posting and distributing tenant notices, and coordinating with internal teams and external vendors Answer incoming calls, greet visitors as needed, and route messages appropriately Maintain an organized, professional front desk and office environment Manage office supplies and equipment; obtain vendor quotes as needed Maintain, update, and ensure compliance with company and property files Assist with monitoring community policies and house rules Support residents with maintenance work orders by logging, tracking, and following up to ensure timely completion and resident satisfaction Assist with new resident application and move-in processes Respond appropriately during building emergencies (e.g., fire, flood) by notifying management or emergency personnel Maintain familiarity with building systems and emergency evacuation procedures Attend required on-site trainings, meetings, and company events Perform additional administrative and operational duties as assigned Qualifications Education and Experience High School Diploma or GED required Minimum of one year of administrative, receptionist, or office support experience Prior real estate or property management experience strongly preferred Knowledge, Skills, and Abilities Proficiency in Microsoft Office, including Excel, Word, and PowerPoint Experience with property management systems such as RealPage preferred Strong organizational skills with excellent attention to detail Ability to handle confidential information with discretion and professionalism Excellent written and verbal communication skills Strong interpersonal skills with the ability to interact calmly and empathetically with residents, vendors, and internal teams Ability to work independently, manage time effectively, and meet deadlines Sensitivity to working with diverse populations, including seniors, individuals with disabilities, and low-income residents Requirements Must be able to work on-site in an Oakland office environment Must reside in the San Francisco Bay Area Must be able to support properties located in Sonoma and Solano Counties Valid California Driver's License, proof of auto insurance, and reliable transportation required Physical Requirements Primarily desk-based, on-site office work with frequent computer use Ability to sit for extended periods Occasional standing, walking, filing, reaching, and telephone use Ability to lift and carry items up to 10 pounds Why This Role This opportunity offers hands-on exposure to real estate and property management operations in an on-site setting, with the potential to transition from a temporary assignment into a long-term, direct-hire role for the right candidate.

About the Company We are a San Francisco-based real estate development firm focused on building high-quality (multi-family, urban-infill) residential projects. Our team is collaborative, fast-moving, and entrepreneurial, and we value individuals who take ownership, think ahead, and adapt quickly in a dynamic environment. Position Overview We are seeking a highly organized and proactive Office Administrator to support the day-to-day operations of our office. This is an excellent opportunity for someone early in their career who wants broad exposure to office operations, executive support, and the inner workings of a growing real estate development firm. Reporting directly to the Director of Operations, this role is ideal for a quick thinker who is self-guided, detail-oriented, and comfortable taking on responsibilities beyond a traditional job scope. Key Responsibilities Manage daily office operations to ensure a smooth, efficient, and well-organized workplace Serve as a primary point of contact for office-related needs, vendors, building management, and service providers Track and manage utility bills, including PG&E, Water, Waste, etc. Hands on tasks: managing deliveries, entry/exit of visitors, placing bins for pickup, etc. Maintain kitchen environment, including ongoing ordering and fulfillment of food and drinks Support the Managing Principal and Director of Operations with administrative tasks, scheduling, coordination, and special projects Maintain office supplies, equipment, and common areas Assist with onboarding new employees and coordinating internal processes Help manage calendars, meetings, and internal communications as needed Take on ad hoc projects and tasks that arise in a fast-moving environment Proactively identify opportunities to improve office systems, workflows, and organization Qualifications & Requirements 1-2 years of relevant experience in an office administration, office management, administrative assistant, or similar role Highly organized with strong attention to detail Self-guided and able to work independently with minimal oversight Quick thinker who can prioritize and adapt in real time Agile, flexible, and willing to take on tasks outside of a defined job scope Comfortable thriving in a fluid environment Strong communication and interpersonal skills “No job is too small” mentality, with proactive view of office needs and jumping in where needed Proficiency with standard office tools (Microsoft Office, Smartsheet, Google Sheets, Adobe) Work Environment In-office role, 5 days per week Collaborative, hands-on, and fast-paced workplace Opportunity to gain exposure to real estate development operations and leadership Modern loft work environment in SOMA Benefits: Medical, dental, and vision insurance programs available Paid time off, including vacation, sick days, and company holidays Pre-tax commuter benefits 401(k) plan Opportunities for professional development and career growth

Our client is searching for a highly organized Administrative Assistant to support their team with day-to-day operations. This role partners closely with the Wealth Management team to ensure excellent client service. This is a 6-12 month contract with the potential to convert to permanent. Responsibilities: Managing travel & expenses, including travel arrangements and processing expenses for team members Handling all incoming and outgoing mail, including checks, stock certificates, tax documents, and scanning Organizing and supporting internal and external events, including recruiting activities, team gatherings, and client events Delivering day-to-day administrative support such as managing calendars, scheduling meetings, and answering phones Assisting the Wealth Management team with client service and operational tasks, ensuring a high level of professionalism and service quality Managing conference room bookings, ordering catering, printing materials, coordinating interview schedules, liaising with building management, and greeting visitors Qualifications: Proficiency in Microsoft Word, Excel Powerpoint, and Outlook Bachelor's degree preferred but not required Minimum of 2 years of experience in a professional corporate environment Strong written and verbal communication skills Team-oriented mindset with polished, professional communication Strong critical thinking, sound judgement, and a commitment to integrity and transparency Ability to multitask effectively in a fast-paced environment New graduates interested in financial services are encouraged to apply Contract Length: 6-12 month contract with the potential to convert to permanent.

About the job Redwood Electric Group is seeking a proactive and detail-oriented Administrative Assistant to support our on-site Project Management and Field teams. This role is essential to keeping project operations running smoothly and efficiently, requiring strong organizational skills, financial awareness, and the ability to communicate effectively across teams. Duties/Responsibilities Office Management Serve as primary contact for property management and all building-related vendors. Oversee office and field needs, including ordering, managing, and organizing supplies, coordinating deliveries, and maintaining equipment. Coordinate facility services such as cleaning, pest control, HVAC maintenance, fire inspections, alarm permits, and security access. Update and issue key fobs for new employees, and manage access removal when employees separate. Manage recurring vendor services (e.g., copier, shredding, water delivery) and ensure invoices are sent to the Accounting department. Maintain current phone extension lists and office directories in coordination with IT. Answer incoming calls, greet visitors, and route inquiries to the appropriate team members. Receive, sort, and distribute mail and packages, and coordinate outgoing shipments as needed. Administration Coordination Set up and maintain project documentation in ProjectSight, including contracts, submittals, RFIs, PCOs, and change orders. Maintain organized digital and hard-copy filing systems for all project documentation. Ensure data alignment between ProjectSight and Foundation for budgets and executed documents. Manage the submission, tracking, and receipt of submittals, RFIs, transmittals, and related logs. Support project setup, billing, insurance certificates, meeting minutes, and correspondence. Oversee project closeout, including O&M manuals, warranties, attic stock, and as-built documentation. Assist with training coordination, attendance tracking. Manage ProjectSight permissions and collaborate with IT and project partners (e.g., general contractors) to maintain proper system access. Coordinate with Prefab and Warehouse teams on material deliveries, staging, and logistics. Required Skills/Abilities Strong proficiency in Microsoft Excel, Word, and Outlook. Experience with project management software, preferably ProjectSight. Excellent organizational and multitasking abilities. Strong written and verbal communication skills. Ability to prioritize tasks and maintain accuracy under tight deadlines. Professional, proactive, and service-oriented approach to internal and external customers. Education and Experience High school diploma or GED required. Minimum of 3 years of administrative assistant experience, preferably in the construction industry. Working Conditions This position is based in our Vacaville office and is not eligible for remote work. Work may be performed in an office or on active job sites, depending on role and project needs. Office work includes sitting, typing, and using a computer for extended periods. Field environments may involve walking, standing, bending, or lifting materials (up to 30 lbs). Noise levels range from quiet (office) to high (job sites). May require occasional travel to project locations or meetings. REG will provide reasonable accommodations as required by the ADA and applicable state law. Disclaimer The duties and responsibilities listed above are representative of the work typically performed in this role but are not intended to be a comprehensive list. Actual responsibilities may vary depending on department needs, project scope, or business requirements. Employees may be assigned additional tasks as needed to support company goals and operations.

Working Title: Practice Coordinator Duration: 6 months Contract Hourly Pay: $25.00/hr. For your understanding - Do not Submit If: • Only MA clinical experience (no admin focus) • Only call center or customer service background • Epic experience outdated or minimal (pre-2021 or basic check-in only) • No prior authorization history • Only insurance verification or basic referrals • Failed probation in similar roles • No specialty clinic experience *Update 12/8*: Must-Haves: • Heavy prior authorization experience (daily, high volume) • Epic/APeX experience specifically for auths, referrals, WQs • Specialty clinic background (orthopedics strongly preferred; surgery/pain/other specialties acceptable) • High-volume clinic experience (100+ calls/day or heavy WQs) • Multi-provider scheduling + surgery scheduling exposure • Strong communication, detail orientation, and reliability *Update 12/4: The manager is specifically looking for candidates with: - Recent Epic/APeX experience (must be hands-on) - Specialty clinic background, ideally orthopedics or surgical subspecialties - High-volume scheduling experience across multiple providers - Referrals, authorizations, and work queue management - Experience in large health systems such , Stanford, Sutter, PAMF, etc. - Strong communication and customer service skills in patient-facing roles - Ability to multitask and stay organized in a fast-paced clinic environment - Professional, reliable work history in medical administrative roles* Nice-to-Haves: • Experience in major systems: Stanford, Sutter, PAMF • Imaging authorization experience (MRI/CT/X-ray) • Pre-op coordination (labs, clearances, documentation) Job duties: Front desk, Back office, PC, Surgery scheduling Soft skills/characteristics needed: Well organized, excellent communication, must be proficient in Epic/APeX and Microsoft Office Suite. Able to multitask and be detail oriented. Estimated number of patients in clinic per day or calls per day if call center: 30-50 Specific number of year's experience? A college degree with 6 months of experience or 2 years of healthcare admin experience About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ************************ US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Recruiter Details: Name: Gaurav Kejriwal Email: ************************************** Job ID: 25-55298

Our client, a fast-scaling AI startup is seeking an exceptional Executive/Personal Assistant to support their Co-Founders. Backed by top-tier investors and experiencing significant growth, this company operates with urgency, curiosity, and a strong founder-led culture. This is a high-impact, trusted role for someone who thrives in a fast-paced startup environment and enjoys operating as a strategic partner to senior leadership. You'll play a critical role in keeping the founders focused, organized, and operating at peak efficiency as the company scales. The Role: Executive/Personal Assistant The Location: San Francisco, CA (Onsite) The Money: $125k - $140k base + amazing benefits! The Company: Rapidly scaling AI startup The Ideal Candidate: High ownership. Warm. Proactive. Good energy. Intelligent. Kind. Day-to-Day: Manage complex calendars for two Co-Founders, including scheduling across multiple time zones Coordinate internal and external meetings with executives, investors, partners, and candidates Handle domestic and international travel planning, itineraries, and logistics Support meeting preparation, agendas, follow-ups, and action-item tracking Assist with light personal support as needed (appointments, logistics, ad hoc requests) Partner closely with internal teams to ensure alignment and smooth execution Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Maven Recruiting Group participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. Please refer to the E-Verification Poster and Right to Work Poster on https://www.mavenrec.com/job-seekers for additional information. For Internal Use: #LI-BO1 #LI-Onsite

Distyl AI develops production-grade AI systems to power core operational workflows for Fortune 500 companies. Powered by a strategic partnership with OpenAI, in-house software accelerators, and deep enterprise AI expertise, we deliver working AI systems with rapid time to value - within a quarter. Our products have helped Fortune 500 customers across diverse industries, from insurance and CPG to non-profits. As part of our team, you will help companies identify, build, and realize value from their GenAI investments, often for the first time. We are customer-centric, working backward from the customer's problem and holding ourselves accountable for creating both financial impact and improving the lives of end-users. Distyl is led by proven leaders from top companies like Palantir and Apple and is backed by Lightspeed, Khosla, Coatue, Dell Technologies Capital, Nat Friedman (Former CEO of GitHub), Brad Gerstner (Founder and CEO of Altimeter), and board members of over a dozen Fortune 500 companies. What We Are Looking For: Distyl is looking for a highly skilled Executive & Personal Assistant to support our CEO. This role blends business and personal support, requiring exceptional discretion, organizational excellence, and the ability to anticipate needs in a fast-paced, high-growth environment. You'll be managing time, priorities, and logistics to maximize impact. Key Responsibilities Executive Support Manage the CEO's complex calendar, including scheduling internal and external meetings, appointments, and travel; anticipate needs, resolve conflicts, and prioritize with precision Coordinate domestic and international travel, including flights, accommodations, itineraries, visas, reservations, and related expense reporting Serve as the primary point of contact for internal and external stakeholders, overseeing correspondence, drafting professional communications, and triaging requests to maximize the CEO's time Operational & Administrative Support Streamline administrative workflows, systems, and documentation for the CEO's office Act as a central point of coordination between the CEO and internal/external stakeholders Proactively identify ways to remove friction from the CEO's day-to-day operations and enable focus on top priorities Personal Support Manage personal tasks, such as scheduling, reservations, travel, and errands Plan and coordinate personal events, dinners, and gatherings Arrange personal travel for the CEO and family as needed Liaise with household vendors to ensure smooth day-to-day operations Qualifications: 5+ years of experience as an Executive or Personal Assistant supporting a CEO or other C-level executive Proven ability to handle highly sensitive and confidential information with discretion Proactive and resourceful mindset with the ability to anticipate needs and work independently Exceptional organizational and time-management skills, with strong attention to detail Excellent written and verbal communication skills, with sound judgment and professional presence Tech-savvy (G Suite, calendar and scheduling tools, expense systems, project management tools) Calm under pressure and solutions-oriented, with the ability to adapt to shifting priorities and schedules What We Offer: Competitive salary and benefits package, including equity options and healthcare. The opportunity to work at a mission-driven AI startup that is transforming how Fortune 500 companies operate. A fast-paced, dynamic work environment where your contributions will directly impact the company's success. A collaborative culture that values professional growth and encourages taking on new responsibilities. Exposure to cutting-edge AI technologies and the opportunity to support a world-class team. If you are a proactive, detail-oriented professional who excels in supporting high-powered teams, we encourage you to apply and join our mission of enabling the future of AI-powered enterprises. Note: This role will be based in our San Francisco, CA office. You will be required to be in office 5 days per week.

Innovative tech company is looking for an Executive Personal Assistant to support their CTO. This is an incredible opportunity to join an ambitious team that recently achieved unicorn status with their Series C round and plans to double in size by EOY. In this role, you'll provide strategic support through calendar and inbox management, travel planning, meeting prep, relationship management with internal teams, and ad hoc projects. You'll also handle personal tasks, including appointments, reservations, and liaising with service providers for home and childcare needs. The ideal candidate takes initiative to anticipate needs, has strong written communication skills, and excels at keeping their executive on time and on task. This is an in-office role based in San Francisco. 140-165K+ DOE + equity, benefits, onsite chef, and unlimited PTO. Responsibilities: Provide direct support to the CTO by managing a complex calendar, scheduling meetings, prioritizing commitments, and resolving conflicts efficiently. Coordinate business and personal travel, including flights, accommodations, transportation, and itineraries, while adapting to last-minute changes. Prepare for meetings by gathering briefing materials, drafting agendas, and ensuring follow-up on action items. Manage communications across business and personal inboxes, drafting responses, triaging messages, and maintaining clarity in correspondence. Act as a representative and liaison with stakeholders - both internal and external. Oversee administrative tasks such as expense reporting, record keeping, and filing to maintain accuracy and organization. Take ownership of special projects and research assignments, contributing insights and support as needed. Manage both professional and personal calendars to ensure seamless integration of commitments. Coordinate logistics for personal travel, events, and appointments alongside professional responsibilities. Handle household coordination tasks, liaising with service providers and arranging maintenance or personal services. Assist with personal financial and administrative matters, including bill payments and subscriptions. Support miscellaneous personal requests, from errands to event coordination, ensuring day-to-day life runs smoothly. Qualifications: 5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior leadership. Experience in high-growth or fast-paced environments is highly desired. Adaptable and calm under pressure, able to manage shifting priorities in a fast-paced, dynamic environment. Strong problem-solving skills, with the ability to anticipate needs and act proactively. Exceptional organizational skills and meticulous attention to detail in managing complex schedules and tasks. Excellent verbal and written communication, with the ability to draft clear and professional correspondence. Service-oriented mindset with a willingness to handle tasks of all sizes, from strategic projects to everyday errands. Flexible availability beyond standard business hours to accommodate occasional support. Proven track record of trust and discretion, with the ability to handle sensitive business and personal information confidentially. Tech-savvy with tools such as GSuite, Excel, Slack, and email management platforms. *Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.

Introduction CORE Community Services Ltd. is a not for profit organisation serving South West Sydney for over 40 years. We provide a wide range of services, activities and programs across 5 Services - Children's Services, Youth Services, Multicultural Communities, Aged and Disability Care (ADC) and Community Engagement.. Our mission is to provide tailored diverse client centric services and opportunities that support and empower vulnerable communities to thrive, resulting in the best outcomes for all individuals. Description This position is for a fixed term from the start date until 18th December 2026. The person must be able to speak and write Arabic. Part of this role, is to work closely with the Multicultural Communities team by assisting with administrative support, welcome our Client's to our service, information sharing and other duties as negotiated. The key responsibility of the Information and Intake Officer is to ensure that the front desk is managed effectively, that all our Clients are treated with respect at all times and providing a positive experience for each Client which is in line with the expectations of CORE. The other aspect of the role is the Complex Case Support, which is there to provide administrative support to the Settlement Services Program which the target group are refugees and humanitarian entrants who may have multiple and complex needs in crisis situations. A key function of this task is to work closely with the team to actively engage clients to use their skills to stabilise their personal circumstances and assist them out of crisis, enhance their access to services that would enable them to participate equitably in the Australian society, irrespective of their ethnic, cultural or religious backgrounds. 1. Provide office support services in order to ensure efficiency and effectiveness within the Multicultural Communities Service. 2. Effectively manage the front desk by ensuring that all inquiries by the public are handled in a professional manner at all times. 3. Receive, direct and relay messages direct clients and the general public to the appropriate staff member or the applicable service. 4. Provide information about classes, services, useful information to the clients. 5. Manage the incoming mail and distribute it as required. 6. Implement and maintain the general filing system and file all correspondence. 7. Assist in the preparation of meetings, activities, events and conferences. 8. Maintain an adequate inventory of office supplies 9. Provide word-processing and administration support. 10. Assist clients with their needs where appropriate, this may include but not limited to providing forms, information sharing and so on. 11. Making appointments for Emergency Relief Program (ERP) and managing ERP clients on designated days. 12. Making appointments for Emergency Relief Program (ERP) and managing ERP clients on designated days. 13. Photocopying as directed, this will included but not limited to flyers, brochures etc. 14. Maintaining the front desk and foyer displays to ensure all materials up to date and displayed in a professional manner. 15. Directing emails to the relevant staff members within a timely manner 16. Maintain staff training records as required. 17. Coordinate the repair and maintenance of office equipment with the applicable personnel. 18. In consultation with Service Manager and relevant staff develop and maintain service pamphlets for individual projects. 19. Update Multicultural Communities web content on the organisation website 20. Maintain a service directory for reference Skills And Experiences 1. Formal qualifications in community services or Social Work or a related field. 2. At least Two Years experience in the delivery of high quality casework services that are focused on outcomes for target group clients. 3. A sound knowledge and familiarisation of refugees, humanitarian entrants and migrant issues and service delivery systems. 4. Demonstrate strong cultural awareness, understanding of diversity and contemporary issues within different Communities. 5. High level interpersonal skills and demonstrated abilities in building high trust relationships with Clients. 6. Demonstrated ability to undertake client assessments and knowledge of settlement services referral networks and resources 7. Strong group work skills facilitation skills and demonstrated experience in undertaking community development projects. 8. Ability to establish objectives and self - manage conflicting work priorities to ensure efficient and effective outcomes are achieved to a high standard. 9. Well-developed negotiation, advocacy, conflict resolution, and decision-making skills. 10. Strong administrative, organisational, time management and presentation skills. 11. Knowledge and understanding of the barriers for people who are culturally and linguistically disadvantaged. 12. Excellent written and verbal communication, internal and external to the organisation and computer literate. 13. Fluency in relevant community language of the position 14. Current driver's licence 15. Successful completion of Australian Police Checks and other compliance checks as required.

Benefits: 401(k) Bonus based on performance Dental insurance Employee discounts Paid time off CAre you a warm, polished, and detail-oriented professional who thrives in a fast-paced, client-facing environment? Do you have a passion for beauty, wellness, and providing exceptional service? An internationally recognized Aesthetic Plastic Surgery and Medical Spa practice is seeking a dynamic Front Office Coordinator & Administrative Assistant to join our elite team. This role is essential to the day-to-day flow of the clinic and offers a unique opportunity to be the welcoming face and organizational force behind a world-class aesthetic brand. Key Responsibilities: Front Office Coordination Greet patients and guests with professionalism, warmth, and enthusiasm Maintain an inviting, organized, and clean front office and waiting area Manage multi-line phone system, voicemail, and email inquiries Schedule appointments, coordinate follow-ups, and confirm patient visits Check in/out patients and process payments accurately Prepare patient intake packets and charts Triage office activity-know where patients and providers are at all times Take pre-op and post-op clinical photographs following practice standards Administrative Support Assist with inventory and ordering of office and skincare products Respond to patient communications and inquiries via phone, email, and website Maintain and organize medical records, file releases, and patient data securely Support coordination of meetings, events, and speaking engagements for the practice Liaise with insurance providers and assist in claim follow-ups Work directly with practice leadership on scheduling, communications, and task management Ship products and maintain e-commerce skincare inventory Ideal Candidate: Outgoing, polished, and professional in demeanor and appearance Excellent verbal and written communication skills Highly organized, proactive, and comfortable with multitasking Experienced in front office or administrative roles, preferably in a medical or aesthetics setting Tech-savvy and proficient in office software, scheduling systems, and social media Familiar with medical terminology, insurance, or aesthetic treatments (preferred but not required) Sales experience is a plus! Position Details: Full-Time | Includes Evenings & Some Weekends Compensation: $26.00 - $30.00 per hour The Maas Clinic™ The mission of The Maas Clinic™ is to give men and women premier personalized care that combines art and science for a result that is naturally beautiful - and beautifully you. Elevating Aesthetics with Unmatched Expertise Welcome to The Maas Clinic™ San Francisco, where every detail is meticulously curated to elevate your aesthetic journey. As a distinguished cosmetic surgical practice dedicated to rejuvenation, we offer unparalleled care for the skin, face, and body, ensuring that each patient receives the utmost attention and refinement. Under the esteemed guidance of Corey S. Maas, MD, FACS, a globally renowned Facial Plastic Surgeon, Double Board-Certified in Facial Plastic Reconstructive Surgery Otolaryngology-Head and Neck Surgery, our clinic sets the standard for excellence in both surgical and non-surgical aesthetic treatments, with offices in San Francisco and Lake Tahoe. State-of-the-Art Facilities At The Maas Clinic™ San Francisco, we pride ourselves on surpassing expectations and offering a comprehensive patient experience. Our surgeons perform surgical procedures in an exclusive outpatient surgical facility adjacent to our clinic. The San Francisco Rejuvenation Center exudes sophistication and tranquility, providing a sanctuary where quality, safety, and privacy converge to deliver an unparalleled level of comfort. Our on-site medical day spa, The Appearance Care Center, fully staffed with aesthetic nurse specialists, is a vision of elegance where state-of-the-art technology merges seamlessly with the artistry of non and minimally invasive treatments. Here, amidst the serene ambiance, patients embark on a journey of rejuvenation, indulging in bespoke "lunchtime" treatments tailored to enhance their natural beauty. Founded by facial plastic surgeon Corey S. Maas, MD, The Maas Clinic™ of San Francisco is easily accessible and offers convenient in-building parking in the Pacific Heights district, with a second office located in beautiful Lake Tahoe. In addition to our state-of-the-art on-site San Francisco plastic surgery center, The Rejuvenation Center, The Maas Clinic™ is affiliated with The California Pacific Medical Center (CPMC). CPMC is a full-service hospital nationally recognized for the excellence of its physicians and nurses. The surgery facility meets the highest standards of health care and offers a personalized, pleasant, and safe environment.

In a world of possibilities, pursue one with endless opportunities. Imagine Next! At Parsons, you can imagine a career where you thrive, work with exceptional people, and be yourself. Guided by our leadership vision of valuing people, embracing agility, and fostering growth, we cultivate an innovative culture that empowers you to achieve your full potential. Unleash your talent and redefine what's possible. Job Description: Parsons is looking for a Field Office Coordinator-Administrative Assistant to join our team! In this role you will get to work with our Contract Administration and Field Services Team to provide administrative support related to field offices and field staff. This position is located in on of our offices in London or the Greater Toronto Region, Ontario. What You'll Be Doing: * Manage day to day needs of field offices across Southern Ontario, including oversight of leases, coordinating monthly charges, ordering office supplies, and conducting safety inspections. * Prepare purchase orders for subconsultants. * Support monthly invoice reporting and preparation. * Keeping accurate and updated files relating to field staff and field office contact information. * Business development support, including preparation of proposals and resumes. * Manage field equipment such as levels and testers, and ensuring calibration records are up to date. * Sample delivery of asphalt and granular samples to laboratories. * General administrative support to field staff. * Performs other responsibilities associated with this position as may be appropriate. What Required Skills You'll Bring: * Associate degree in Business (or equivalent). * 3+ years of related work experience. * Valid Drivers License. * Ability to lift 25kg. What Desired Skills You'll Bring: * Excellent written and oral communication, organizational, and interpersonal skills are required. * Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel is required. This position is part of our Critical Infrastructure team. For more than 80 years, our experts have designed and delivered the critical infrastructure that connects and protects communities around the world. We work in collaborative teams, both within the company and with our partners and customers, to plan, design, build, and modernize infrastructure. We take special pride in projects and solutions that improve communities as well as people's quality of life by promoting economic growth, enhancing mobility, and increasing sustainability and resiliency. Powered by our people, we provide the imagination necessary to support our customers' visions-and to help them see what's next! We value our employees and want our employees to take care of their overall wellbeing, which is why we offer best-in-class benefits such as health, vision, dental, employer paid provincial care premiums, Defined Contribution Pension Plan (DCPP), Tax-Free Savings Account (TFSA), Registered Retirement Savings Plan (RRSP), life insurance, paid time off, sick leave, all province observed holidays off, and gym membership discounts to fit your busy lifestyle! Parsons is an equal opportunity employer committed to diversity, equity, inclusion, and accessibility in the workplace. Parsons equally employs representation at all job levels for indigenous peoples, women, individuals with disabilities, and visible minorities. We truly invest and care about our employee's wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest-APPLY TODAY! Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer to ************************************************

About the Company We are a San Francisco-based real estate development firm focused on building high-quality (multi-family, urban-infill) residential projects. Our team is collaborative, fast-moving, and entrepreneurial, and we value individuals who take ownership, think ahead, and adapt quickly in a dynamic environment. Position Overview We are seeking a highly organized and proactive Office Administrator to support the day-to-day operations of our office. This is an excellent opportunity for someone early in their career who wants broad exposure to office operations, executive support, and the inner workings of a growing real estate development firm. Reporting directly to the Director of Operations, this role is ideal for a quick thinker who is self-guided, detail-oriented, and comfortable taking on responsibilities beyond a traditional job scope. Key Responsibilities Manage daily office operations to ensure a smooth, efficient, and well-organized workplace Serve as a primary point of contact for office-related needs, vendors, building management, and service providers Track and manage utility bills, including PG&E, Water, Waste, etc. Hands on tasks: managing deliveries, entry/exit of visitors, placing bins for pickup, etc. Maintain kitchen environment, including ongoing ordering and fulfillment of food and drinks Support the Managing Principal and Director of Operations with administrative tasks, scheduling, coordination, and special projects Maintain office supplies, equipment, and common areas Assist with onboarding new employees and coordinating internal processes Help manage calendars, meetings, and internal communications as needed Take on ad hoc projects and tasks that arise in a fast-moving environment Proactively identify opportunities to improve office systems, workflows, and organization Qualifications & Requirements 1-2 years of relevant experience in an office administration, office management, administrative assistant, or similar role Highly organized with strong attention to detail Self-guided and able to work independently with minimal oversight Quick thinker who can prioritize and adapt in real time Agile, flexible, and willing to take on tasks outside of a defined job scope Comfortable thriving in a fluid environment Strong communication and interpersonal skills “No job is too small” mentality, with proactive view of office needs and jumping in where needed Proficiency with standard office tools (Microsoft Office, Smartsheet, Google Sheets, Adobe) Work Environment In-office role, 5 days per week Collaborative, hands-on, and fast-paced workplace Opportunity to gain exposure to real estate development operations and leadership Modern loft work environment in SOMA Benefits: Medical, dental, and vision insurance programs available Paid time off, including vacation, sick days, and company holidays Pre-tax commuter benefits 401(k) plan Opportunities for professional development and career growth