Office manager/administrative assistant jobs in Alameda, CA

The Senior Administrative Assistant provides high-level administrative support to the President, two Senior Vice Presidents, the Director of HR, Safety & Training, and assists with general office administration across multiple branch locations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced commercial landscape environment. Structure Full-time, non-exempt. Reports to President. Key Responsibilities: Provide direct administrative support to company executives, including calendar management, meeting coordination, travel arrangements, and correspondence. Prepare and format documents, reports, spreadsheets, and presentations as needed. Coordinate internal and external meetings, including scheduling, agendas, and follow-up communications. Assist with document management and filing systems, both physical and electronic. Support the HR department with administrative tasks such as onboarding, training coordination, and maintaining employee records. Manage incoming calls, emails, and mail; route inquiries and requests to appropriate personnel. Order and maintain office supplies and equipment for multiple branch locations. Assist with special projects and company events as directed by executive leadership. Maintain confidentiality and handle sensitive information with discretion. Qualifications: Proven experience in an administrative or executive assistant role, preferably in construction, landscape, or a related industry. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology. Strong organizational and time management skills with the ability to prioritize tasks. High level of professionalism, discretion, and customer service. Ability to work independently and collaboratively with multiple departments. Minimum of 3 years' experience of administrative or office experience, and data entry. Typing and 10-key skills at productive speed or above. Strong attention to detail and accuracy in data entry and record-keeping. Must have a good understanding of modern business practices and procedures, elements of correct English usage, grammar, spelling, vocabulary, punctuation, and basic mathematics. Effective oral and written communication skills in English required. Proficiency in QuickBooks software application and Microsoft Excel, Word, and Outlook is preferred. Excellent time management and organizational skills. Ability to be prompt, accurate, confidential, and cordial in assisting with questions. Ability to work independently and manage multiple tasks within deadlines. Ability to be flexible and adapt to changes in an organized manner. Ability to maintain professional demeanor in a setting with interruptions (phone and people). Comfortable working in a fast-paced environment and managing multiple tasks.

Job type: FULL-TIME Division: GENERAL ENGINEERING Reports to GE Division Manager or Project Manager; coordinates office activities and maintains business files of projects by performing the following duties. Essential Duties: Assists project manager in preparation and filing of such documents as subcontracts, major purchase orders, vendors, general information/correspondence, and/or other business transactions in project management system. Sets up and maintains project files: subcontracts, purchase orders, vendors, and general information/correspondence and/or other business transactions. Prepares and distributes such reports as approved by the project manager: job and equipment, field staff, and administrative time sheets. Receives and distributes payroll checks. Processes and reconciles approved monthly billings by matching invoices with packing slips. Maintains payment log for subcontractors and purchase orders. Sends approved invoices on AP system, purchase orders, and project submittals to accounting and general engineering divisions. Electronically distributes submittals, Requests for Information (RFI), submittals, and correspondence for project engineers. Opens and routes incoming mail, correspondence, and prepares outgoing mail, UPS and overnight deliveries. Prepares and processes paperwork for newly hired and terminated employees; distributes project-related safety information. Orders and maintains inventory of office supplies. Greets and assists visitors; gives information to customers, employees, vendors, and business representatives. Performs other duties as assigned. Desirable Qualifications: 2+ years of office operations experience and/or training in office procedures and operations. Ability to organize office transactions and coordinate office activities related to a construction project. Proficiency in Microsoft Office applications (Excel, Word, etc.) Proficiency in Procore preferred but not required. Ability to establish and maintain collaborative and ongoing relations with supervisor/s, co-workers, field staff, vendors, and business associates. Excellent interpersonal, organizational, and communication skills. Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Persons performing service in this position will lift up to 50 pounds of force or exert up to 20 pounds or more frequently to lift, carry, push, pull or otherwise move objects. This type of work involves sitting, standing, walking, kneeling, bending, and climbing for a varied amount of time. Close vision work is also required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Base Salary Range: $42,000 to $60,000 Annually Pay may vary based upon relevant experience, skills, location, and education among other factors. FLSA Status: Non-Exempt

Reports to the Project Manager. The Office Manager/Business Services Manager performs, supervises and directs the overall administrative activities of an office or project site, including craft payroll, accounts payable/receivable, purchasing, document control, and other assigned project clerks as required. Major Duties & Responsibilities: Assigns and reviews office activities, circumvents and resolves problem areas, coordinates administrative workload leveling requirements. Coordinates and performs project personnel administration activities. Interfaces with clients, vendors, and the public. Reviews and manages office invoices and budget. Directs the work of other administrative staff as needed. Analyzes and organizes office operations and procedures such as flow of correspondence Process approved new hires Monitor EEO requirements, as required Process field personnel payroll weekly Prepares and submits monthly project billings and ensures timeliness of supportive subcontractor & supplier billing documents Develop weekly client meeting agenda and record meeting minutes, as necessary Monitor contract requirements with respect to duties Responsible for ordering office supplies, the set-up and repair contracts for the office equipment and cleaning of the jobsite office as needed Manages Project Office lease, terms, and ensures compliance Organize interoffice and incoming/outgoing mail as necessary Update project calendar and communicates relevant project messages regarding holidays, upcoming events or otherwise Organize special meetings and functions, to include team-building events Provide support to field personnel (project) and staff when necessary Perform additional assignments per management's direction Skills/Qualifications: BA/BS + 6 years of experience or demonstrated equivalency of experience and/or education. Proficient experience with Microsoft Office (Word, Excel, Outlook) Excellent written and verbal communication skills Very good organizational and multi-tasking abilities Liaison with Halmar's home office Business Services staff/management to ensure compliance with Halmar's SOP on remote project sites “Halmar International is an Equal Opportunity Employer - M/F/Veteran/Disability/Sexual Orientation/Gender Identity.”

Company We are a leading heavy civil contractor delivering complex transportation and infrastructure projects across the United States. Our projects represent the most iconic and technically advanced undertakings in the nation, requiring exceptional coordination, documentation, and administrative support. We are dedicated to operational excellence, safety, and teamwork throughout this landmark effort. We are seeking an organized, proactive, and detail-oriented Office Manager to support daily administrative and operational needs for the project team. Position Overview The Office Manager will oversee the administrative functions of the project office, supporting project leadership, engineers, field teams, and corporate departments. This role is responsible for ensuring efficient office operations, managing documentation workflows, coordinating project logistics, and maintaining a professional and organized work environment. The ideal candidate excels in communication, multitasking, and problem-solving, and is comfortable working within a fast-paced construction project environment. Key Responsibilities Office Administration & Workflow Management Manage daily operations of the project office, ensuring a clean, organized, and well-functioning environment. Oversee office supplies, equipment, and procurement; maintain inventory and coordinate with vendors as needed. Serve as the main point of contact for office-related inquiries from staff, subcontractors, and visitors. Support onboarding/offboarding processes for project personnel (badges, IT coordination, documentation, orientation scheduling). Project Documentation & Support Assist with maintaining project files, logs, correspondence, and administrative records in accordance with standards. Support project teams with copying, scanning, printing, and distribution of drawings, submittals, reports, and meeting materials. Help track administrative deliverables such as safety paperwork, training records, and personnel documentation. Coordinate the flow of information between office, field teams, and corporate departments. Scheduling, Coordination & Communication Manage calendars, schedule meetings, prepare agendas, and support meeting logistics (room setup, virtual links, materials). Assist with preparing project memos, notices, sign-in sheets, and communication to internal and external stakeholders. Coordinate travel arrangements, vehicle use, training schedules, and project event logistics. Support visitor management, including security protocols, sign-in procedures, and required safety documentation. Financial & Administrative Support Assist with invoice processing, expense tracking, and coordination with the project accounting and procurement teams. Support payroll-related tasks such as collecting timesheets, verifying records, and coordinating with HR. Help manage shipping, receiving, mail distribution, and courier arrangements. Project Operations Support Provide administrative assistance to superintendents, field engineers, and project managers as needed. Support the preparation of reports, binders, project manuals, and compliance documentation. Assist with maintaining office safety procedures and coordination with safety team. Qualifications Required 5+ years of administrative or office management experience, preferably in construction, engineering, or industrial environments. Strong organizational and multitasking skills with the ability to prioritize competing deadlines. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with document management systems. Excellent communication skills, both written and verbal. Ability to work independently while providing strong support to a diverse project team. Preferred Experience supporting major transportation, bridge, or public infrastructure projects. Familiarity with construction terminology, project documentation, and workflow processes. Experience with project management software (Bluebeam, Procore, SharePoint, etc.).

Our client, a well-established private equity firm located in Menlo Park, is seeking a driven and proactive Office Manager / Executive Assistant. This firm offers a collaborative, low-ego culture that values teamwork and a positive work environment. The Menlo Park office has approximately 20 team members, providing a supportive atmosphere with ample opportunities for growth and additional responsibilities within the role. This is a fantastic opportunity for a candidate looking to advance within the administrative field alongside a tenured and dynamic team! ***This is an in-office role located in Menlo Park, CA. Key Responsibilities: Manage front desk operations, greeting visitors, answering phones, and maintaining a professional office presence (quiet, not as busy). Provide administrative support to up to 3 Partners, including travel arrangements, expense management, and calendar scheduling. Coordinate full meeting logistics, including equipment setup, material preparation, and seamless execution. Oversee vendor relationships, office catering, lunches, supplies, and general office upkeep. Assist with presentations, reporting, and preparation of materials. Collaborate with the Executive Assistant (EA) to provide additional support to the Managing Partner and contribute to office-wide projects and ad hoc needs. Report directly to the CFO and work closely with the Managing Partner's EA, who supports the Managing Partner and EAs in other offices. Qualifications: 1-2 years of prior office experience; experience in venture capital, private equity, or high-end hospitality is a plus, but not required. Ability to work independently, be self-motivated, and effectively prioritize tasks. Professional and warm communication skills. Bachelor's degree preferred. Tech-savvy with proficiency in MS Office; experience with Ramp for expense management is a plus. Willingness to work in-office Monday through Friday. Light overtime as needed. Salary Range: $65,000 - $80,000 base salary You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

If interested, please apply and email Carey@the RevelSearch.com and we will send you a DISC link. Director of Operations / Real Estate Coordinator / Executive Assistant Employment Type: Full-time, Hourly A highly successful real estate team in Lafayette, CA is seeking an experienced, tech-savvy Director of Operations / Real Estate Coordinator / Executive Assistant to support daily business operations, client service, marketing, and transaction coordination. This is a key role for someone who thrives in a fast-paced environment and enjoys bringing structure, organization, and smooth workflow to a top-producing real estate group. About the Role This individual will serve as the operational backbone of the team-managing administrative functions, organizing communication, supporting marketing efforts, and ensuring real estate transactions move forward efficiently. The ideal candidate is detail-oriented, proactive, and confident managing multiple priorities. Key Responsibilities Manage and prioritize high-volume email inboxes and daily communication. Coordinate marketing initiatives, open houses, client follow-ups, and listing activities. Oversee calendars, scheduling, task management, and team workflow. Utilize Monday.com for CRM tracking, project management, and daily operations. Prepare, organize, and execute real estate documents through DocuSign. Maintain an organized, professional office environment and support on-site operations. Act as the central point of contact for team members, contractors, and clients. Ensure all deliverables, deadlines, and transactions stay on track. Qualifications Prior experience in real estate operations, transaction coordination, or team executive support. Strong proficiency with Monday.com and DocuSign (required). Highly organized with strong follow-through and the ability to multitask. Tech-savvy with solid communication and customer-service skills. Comfortable working on-site five days per week. Knowledge of real estate contracts and processes is a plus. Schedule & Compensation Hours: Monday-Friday, 9:00 AM-5:00 PM (on-site; no remote option) Compensation: Hourly, with overtime paid at time-and-a-half for hours over 40/week Holidays: Six paid national holidays Benefits: Not offered

Salary Range: $70-80k : Pacific Hospitality Group provides a unique value proposition to investors and team members through our owner/operator approach. We are a family focused company committed to long term holds that enable us to grow our business and our team members. Our vision is to enrich people's lives by offering memorable experiences, giving back to our communities and honoring God in all that we do. We are focused on long-term value creation and sustainable growth. Our Guiding Principles: Integrity, Compliance, Value Creation, Principled Entrepreneurship, Customer Focus, Knowledge, Change, Humility, Respect, & Fulfillment Position Summary: Manages all Front Office operations to ensure outstanding guest service and financial profitability. Builds and manages teams effectively. What You Will Accomplish Duties & Responsibilities Primary Responsibilities/Essential Functions: Manages all Front Office operations (may include guest service and registration, room inventory and availability, PBX/communications, and bell operations.) Responsible for planning department goals and directing team members to achieve results. Provides guidance and direction to ensure overall departmental success. Participates in the hiring process by interviewing potential team members and selecting those that best meet staffing needs. Participates in management training. Follows all Human Resources policies. Ensures staff receives any required training or attends mandatory meetings. Monitors and develops team member performance to include, but not limited to, providing supervision, scheduling, conducting counseling and evaluations and delivering recognition and reward. Monitors and assesses service and satisfaction trends, evaluates and addresses issues and makes improvements accordingly. Initiates and implements up-selling techniques to promote services and facilities to maximize room occupancy and overall revenue. Ensures team members have current knowledge of hotel products, services, facilities, events, pricing and policies and knowledge of the local area and events. Ensures staff is kept informed about policies and procedures. 7. Resolves customer complaints and anticipates potential problems by reviewing and monitoring complaints, operational issues, business flow and team member performance to ensure high levels of customer satisfaction and quality. Notifies Management and/or Security of all unusual events, circumstances, missing items, or alleged theft. Follows all safety policies and procedures. Reports potential safety issues to manager whenever observed and takes immediate action to resolve in emergency situations. OSHA laws require the use of Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety. Team members will be trained in the proper use and care of assigned PPE if applicable. The hotel provides the required PPE. Team member has responsibility to report defective, damaged or lost PPE or equipment that does not fit properly to their Manager. Maintains strict Front Office Mgr Template Final 9-30-15.docx Page 2 of 3 compliance with hotel's Hazardous Material (HAZMAT) program and familiarizes self with current MSDS. Reporting to work as scheduled (on time and on regular basis) is an essential function of the job Other Responsibilities/Supportive Functions: Makes merit decisions within budget or established guidelines. Determines promotions or reclassifications within company policy. Approves leave and time away from work within company policy. Enters schedules and monitors timecards for accuracy. Responds to emergency calls and ensures operational support areas are covered to provide excellent customer service. Monitors and maintains the Front Office systems and equipment to ensure their optimum performance. Runs and analyzes various reports to monitor customer satisfaction, occupancy, revenue, competitive situations, etc. Notifies management of unsafe conditions, needed maintenance of any equipment and any accidents. Attends all required meetings. Note: This job description is not intended to be all-inclusive. Team Members may perform other related duties as required to meet the ongoing needs of the organization. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed. What You Will Bring Qualifications (relevant experience, education and training): High school diploma or general education degree (GED), or equivalent combination of education and experience. Bachelor's degree in Hospitality Management desired. Five or more years related Front Office experience and one year as Supervisor/Assistant Manager in similar setting. Requires ability to lead others in the department by mentoring and providing training that results in staff that meets/exceeds guest expectations and provides a high level of guest satisfaction. Requires general knowledge of accounting and bookkeeping transactions commonly used at comparable hotel or resort. Must have excellent customer service/communication skills to work with guests of various social, cultural, economic and educational backgrounds for the purpose of resolving problems/complaints and providing a high level of guest satisfaction. Able to use mathematics to solve problems. Requires ability to use computers programmed with accounting software to record, store and analyze information. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Requires attention to detail. Must be able to solve problems and remain calm and alert if dealing with difficult guest, during busy activity periods or in an emergency situation. Front Office Mgr Template Final 9-30-15.docx Page 3 of 3 Must be able to speak, read, write and understand English to understand instructions, safety rules, and communicate with guests. Able to work independently with minimal guidance and as part of a team. 11. Completes all required training as scheduled. Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel. Work schedules will include working on holidays, weekends and alternate shifts. Must maintain a clean appearance and professional demeanor. Special Skills & Abilities/Mental and Physical Demands: While performing the duties of the job the team member regularly stands for sustained periods of time or walks from one work area to another. While performing the duties of the job the team member frequently uses fingers to enter data into computer or operate telephone/office equipment. The team member occasionally grasps objects. The team member frequently reaches by extending hand(s) and arm(s) in any direction. Repetitive motions are made while entering data into computers. The team member occasionally stoops, kneels and crouches. The team member regularly talks and hears to answer phones and communicate with guests or staff. Lifting is occasionally required to move luggage and equipment. Exerts up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The team member is required to have close visual acuity to view telephone console, computer terminal, documents and guests. The team member is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned and to make general observations of facilities. The team member is subject to inside environmental conditions. The noise level is moderate. The team member is subject to hazards which includes proximity to electrical current found in office related equipment. The team member is occasionally subject to atmospheric conditions such as perfumes, odors, or dusts. (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Description ? Would you be 100% satisfied making between $22.00 and $30.00 plus 50% paid benefits; medical, dental, and optical? Do you live within a short commute to South Berkeley, CA? If you answered “Yes!” to all three questions, please keep reading…. Our first-ever Office & Fleet Coordinator will be dynamo; someone who thrives in a fast-paced environment, is a fast learner, has a great memory and is willing to take on multiple high visibility projects at once. Once your general office duties are taken care of, you'll spend the balance of your time working alongside our Fleet Supervisor to manage a wide variety of work vehicles and heavy equipment, obtaining permits, keep our business licenses up to date, and report to the State of California on vehicle compliance. WHY YOU'RE SUCH A GREAT FIT FOR THIS ROLE. You are/You: Have served as the central point of contact or hub for several departments, team, or events, whether as a college student or professionally as an Office Coordinator, Admin, Student, Office Manager or something similar. Highly productive: work fast, enjoy keeping busy, and offer to help others if/when your own tasks are completed. Have high attention to details and the ability to catch mistakes. Can keep projects running smoothly using MS-Calendar, MS-Project or another software. Consider yourself tech savvy, have the ability to use MS-Suite, especially Excel to create reports that include charts, graphs, V-Look-UPS, pivot tables, etc.; has experience using PowerPoint to create presentations. Willing/able to take over management of our supplies, printers, snacks, coffee, and relationships with our cleaning team and landscapers. Will double as our receptionist: buzz visitors in, serve as our “Operator”, be responsible for ensuring the kitchen area, refrigerator, trash and recycling are taken care of. A decent writer who can create clear and professional communications. Comfortable maintaining confidentiality. Someone with strong emotional intelligence (EQ), integrity, and clear personal boundaries. Have a current and clean CA driver's license and a vehicle you bring to work daily so it may be used to run errands on rare occasions. Bonus points for: Having an associate degree (AA, AS, or AAS) or bachelor's degree (BA, BS, BFA, or BBA). Coursework in business, communications, graphic design or marketing. Living near our headquarters in South Berkeley. Being bilingual in both English and Spanish since several of the vendors you'll work with primarily speak Spanish. Having mad Excel spreadsheet/Google sheets skills. WHY JOIN PROFESSIONAL TREE CARE? Stability. In business since 1980, we're seasoned veterans of the tree care industry Timing. We are re-organizing to attract the most qualified, productive, and positive people we can find We're local: near Berkeley Bowl West, Urban Ore and Clif Bar Corporate HQ. We like to hire folks who live within a brief commute distance of our office since there are no W.F.H. opportunities for this role ESSENTIAL FUNCTIONS Serve as the central hub for communication at the company including clients, contractors, sub-contractors, vendors, employees, insurance representatives, city/county permit agencies, and more. Greet everyone with positive, uplifting energy and let them know your name. Serve as our phone “Operator” by directing calls the appropriate departments or people. General office tasks: Order supplies, snacks, coffee, etc.; take out trash, recycle, and compost; distribute mail and packages, send out mail & FedEx, as needed. Obtain street closure permits for projects throughout California, and keep our business licenses up to date. Develop and manage a comprehensive spreadsheet that tracks the status of our vehicles and heavy equipment. Work alongside our Fleet Coordinator to ensure compliance with California state laws, including smog certifications and other regulatory requirements. Work alongside our Fleet Supervisor to keep our vehicles compliant, registered, and in scheduled for routine maintenance. Serve as the company's point-person for auto insurance/auto accidents. (This is a HUGE project). Organize our Safety meeting attendance notes and submit them to local agencies, as needed. Scan a wide variety of documents on a daily basis. Take on additional responsibilities as you are able. BASIC REQUIREMENTS of THIS POSITION Smart, ambitious, and willing to make a positive contribution to a 45-year old company that is reorganizing to increase efficiency and productivity. A Can-Do attitude. You're the person who figures out how to “ make it happen ” instead of pointing to reasons why it cannot. Physically able to walk up two flights of stairs multiple times throughout the day and to lift/move deliveries including heavy cases of copy paper. Authorized to work in the U.S. without sponsorship. COMPENSATION AND FURTHER DETAILS This position is paid $22.00 to $30.00 per hour based on skills, experience, and match to what the hiring manager is seeking Access to 401(k) on one's first day of employment Company cell phone Benefits after 90 days of employment include: 50% contribution by the company for Kaiser/Medical, Optical, and Dental insurance. Paid holidays, paid sick days, PTO (paid time off) Employee referral bonus HOW TO APPLY Update your resume so your EMAIL address is on the resume. NOTE: If your email address is NOT on your physical resume, we cannot move you to the next step in our interview process, which is to send you a survey that matches your natural workplace behavior to our open positions. No recruiters or outside agencies, please. Powered by JazzHR 0wawoIxfcY

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 office. You will be required to be in office 5 days per week.

WHO WE ARE Manychat is a leading Chat Marketing platform. We help businesses engage with their customers on Instagram, Facebook Messenger, WhatsApp, and Telegram. Trusted by over 1 million brands in 170+ countries, we're an official Meta Business Partner, backed by top investors including Bessemer Venture Partners. With 350+ teammates across international offices in Barcelona, Austin, Amsterdam, São Paulo, and Yerevan - Manychat helps businesses across the globe improve their ROI and grow faster. WHO WE'RE LOOKING FOR We're looking for a high-potential Personal Assistant to support the CEO of Manychat in Palo Alto, CA. This is a unique opportunity for a smart, resourceful, and proactive graduate or early-career professional who's excited to learn directly from a founder while taking real ownership of execution across personal and professional priorities. You'll work side-by-side with the CEO, helping him stay focused on high-impact decisions by managing all operational, personal, and logistical details with precision and care. From scheduling and research to coordinating household projects and handling day-to-day tasks, you'll be the person who makes things happen. You're naturally organized, adaptable, and quick to learn. You take pride in handling details others overlook, and you thrive in an environment where initiative and reliability are key. Fluency in Russian is essential, as you'll coordinate both business and family-related matters. The role is based locally in Palo Alto (within 15-20 minutes) and combines remote coordination with regular in-person interactions. WHAT YOU'LL DO Protect the CEO's focus - taking ownership of logistics, errands, and coordination so his attention stays on strategic priorities. Manage scheduling and communications, ensuring seamless organization across professional and personal calendars. Coordinate projects and vendors - from contractors and household services to travel logistics and event planning. Handle daily operations such as booking appointments, arranging meetings, managing deliveries, or researching services. Oversee household and family logistics, including scheduling childcare support, home maintenance, and errands. Plan and support events, from dinners and gatherings to small networking or social occasions. Keep everything documented - maintaining clarity across tasks, contacts, and ongoing workflows for smooth continuity. Continuously look for leverage: propose improvements, automations, or new ways to save time and streamline operations. WHAT YOU'LL BRING Strong organizational and prioritization skills, with a natural ability to bring order to complexity. Fluent communication in Russian and English, both written and verbal. A proactive, self-starting mindset: you don't wait for instructions - you anticipate needs and act quickly. Resourcefulness: you can figure things out, whether it's troubleshooting a system, booking the right vendor, or managing an unexpected issue. High attention to detail and pride in delivering quality work. Tech-savvy: comfortable with Google Workspace, Apple products, and digital productivity tools (Notion, task managers, etc.). Discretion and reliability: able to handle sensitive information with confidentiality and professionalism. Adaptability and humility: equally comfortable managing errands, coordinating with executives, or solving hands-on problems. Curiosity and growth mindset: eager to learn how a fast-scaling tech company operates and how to create more leverage every day. Local presence: based within 15-20 minutes of Palo Alto, available for in-person coordination several times a week. Nice to have: Experience managing projects, logistics, or events - whether through internships, part-time roles, student organizations, or side projects. WHAT WE OFFER We care deeply about your growth, well-being, and comfort: Competitive compensation based on experience and impact. Direct mentorship and exposure to executive operations at a global tech company. A high-trust, high-autonomy environment where initiative is valued. A rare opportunity to learn directly from the CEO while contributing to meaningful outcomes daily. A dynamic, fast-moving role with real responsibility and room to grow. Manychat is an Equal Opportunity Employer. We're committed to building a diverse and inclusive team. We do not discriminate against qualified employees or applicants because of race, color, religion, gender identity, sex, sexual preference, sexual identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, military status, or any other characteristic protected by local law or ordinance. This commitment is also reflected through our candidate experience. 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Executive and Personal AssistantAbout Us At Dyneti, we believe digital payments should be seamless and secure. That's why we built DyScan, a software library that allows digital merchants to prevent fraud and improve conversion by taking a photo of a credit card. Dyneti was founded by a fraud prevention expert from Uber, and has raised funding from an exceptional lineup of investors, including Y Combinator. We've processed hundreds of millions of credit card scans around the world, and our customers include Fortune 100 companies and some of the fastest growing tech unicorns. Job Overview We are seeking a proactive and highly organized Executive and Personal Assistant to support our CEO. If you thrive in a fast-paced startup environment and are passionate about enabling leaders to execute at their best, we'd love to hear from you. Responsibilities Manage calendars, schedule meetings, and coordinate travel arrangements for the CEO Plan and coordinate events Manage personal appointments, household vendors, and light errands Support family logistics Handle confidential information with discretion Support special projects as needed Qualifications Bachelor's degree or equivalent experience Outstanding organizational and multitasking skills Excellent verbal and written communication Ability to work independently and adapt quickly to changing priorities What We Offer High-impact role with visibility into company operations and strategy Opportunity to work closely with a dynamic, innovative founding team Supportive, collaborative work culture In the News Best of Y Combinator - TechCrunch 50 San Francisco Startups to Watch - Built In SF WWL Young Guns - SF Business Times Dyneti is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Curry Up Now is a rapidly growing Indian Fine Fast Casual restaurant group. From our first food truck in 2009 to 5 trucks at the present time along with 3 Brick & Mortar stores and an ultra cool craft cocktail bar, we are in the midst of some pretty amazing growth. Our next store opens in San Jose in June. We are already the largest purveyor of Indian Street Food in the US and are primed for growth in 2015 and beyond... Our food, drinks and concept are fresh, fast and bursting with flavor. We offer contemporary food menus along with a large Gluten-Free, Vegan & Vegetarian menus. We are looking for an Operations Rock Star/Office Manager to work with our Senior Management Team in all operations of our business; restaurant, food trucks, catering This role will be be based in our corporate office in South San Francisco We are looking for someone to come in and help us with our growth Help with HR Help with Payroll Help with Book Keeping Qualifications Bachelors degree preferred. 3-5 years experience in supervisory position required, preferably in a dining/restaurant setting. Multi-unit experience preferred. Must have in-depth experience of service standards in the restaurant industry. Must have some knowledge of cooking and time preparation in kitchen. Must have knowledge of food and labor cost controls. Strong interpersonal skills required. Must be pleasant, helpful, friendly, outgoing, enthusiastic and courteous Must be team-oriented. Able to handle team concerns in a tactful and caring manner. Exhibits good leadership skills in communication. Speaks well and can motivate others. Writes clearly and precisely with meaning. Must be able to work varied shifts. Must be an Excel Guru. HR Experience. Book Keeping Experience. Quick Books preferred. Additional Information REQUIRED SKILLS Lift, Push, Shove up to 50lbs Have excellent communication and organization skills Have financial & excel skills; modeling, P&L, Budgeting, Forecasting Reading, writing and oral proficiency in the English language. Spanish proficiency is a plus Willing to work a flexible schedule and holidays Be a self-motivator and motivator of others Work in a safe, prudent and organized manner Have an in-depth knowledge of Food Have a in-depth knowledge of Fast Casual processes Have a minimum of 3 years experience in similar position Have the ability to handle multiple tasks at one time Must have excellent attention to details, and extensive service knowledge Be able to drive to all our locations The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills. This is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. This reflects the job content at the time of writing and will be subject to periodic change in light of changing operational and environmental requirements. Such changes will be discussed with the job holder and the amended accordingly. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. Due to the nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel which may include overtime, weekends and holidays. The employee will carry out any other duties as are within the scope, spirit and purpose of the job as requested by a manager or Head of Department/Division. The employee will actively follow CUN policies including Equal Opportunities policies and will maintain an awareness and observation of Fire and Health & Safety Regulations.

Job DescriptionBenefits: Competitive salary Opportunity for advancement Paid time off Training & development 401(k) Company parties Employee discounts Flexible schedule Free uniforms Health insurance Vision insurance Exciting Opportunity Alert: DME Coordinator (Full-Time) - San Francisco Bay Area, California Are you ready to make a difference in a fast-paced and dynamic environment? We have a full-time opening for a DME Coordinator in the San Francisco Bay Area. If you're passionate about delivering exceptional service and contributing to impactful daily operations, this role could be a great fit for you! The Ideal Candidate: Were looking for someone who takes ownership of their work, communicates effectively (both verbally and in writing), and demonstrates leadership skills. Youll be expected to manage multiple tasks, think critically, solve complex problems, and adapt priorities as necessary to meet deadlines. The ideal candidate will also be skilled at executing plans and collaborating with others. Key Responsibilities: As a DME Coordinator, youll be responsible for overseeing daily operations at assigned site(s), including inventory management, brace fitting, documentation, and charge entry. Youll provide superior customer service, manage orthopedic bracing and supply programs, fit bracing, educate patients on product usage, and ensure accurate insurance billing. Additionally, you will track, gather, and organize the necessary documentation for insurance claims. Your Typical Day: Taking orders on medical supplies and set up billing and disbursement Answering calls and emails Educate physicians and staff on and supplies and serve as a resource for product-related questions. Provide training on equipment usage and any special applications to providers and medical staff. Support daily operations by managing Claims System (as needed). Monitor and establish inventory par levels, introduce new products, and maintain inventory accuracy. Track DMEPOS dispenses, costs, and generate purchase orders for assigned site(s). Coordinate with the billing office to obtain pre-authorizations, manage patient co-insurances, deductibles, and cash payments. Track claim denials and follow up with the appropriate departments for resolution. Deliver outstanding customer service and ensure compliance with company policies and procedures. Prepare daily, weekly, and monthly reports, analyze trends, and recommend process improvements. Preferred Qualifications: High school diploma or equivalent Medical assistant Healthcare Backround What We Offer: Paid Time Off (PTO) Holiday Pay Life Insurance / STD / LTD For more details about our benefits, please contact [Email available when viewing the job]. Salary Range: $65,000 - $75,000 per year (dependent on factors such as experience, location, skills, and business needs). This role may also be eligible for an additional quarterly compensation plan with an annual target of $5,000. Why Spire Med DME? Spire Med DME has earned the National Business Research Institute (NBRI) Circle of Excellence Award for employee engagement. How to Apply: If you meet the qualifications and are ready to join our team, you can also email your resumes at ****************** Additional Information: Applicants must be authorized to work in the U.S. on a full-time basis; we do not sponsor work visas for this role. Breg is an Equal Employment Opportunity Employer committed to a diverse workforce and a drug-free environment. We encourage applicants from all backgrounds to apply (EOE/Minorities/Females/Vet/Disabled).

Job Description Looking for an experienced full time Dental Front Office candidate to work for a well established South San Jose practice. Must be self motivated and able to do multi-task requires the following: insurance verification/authorizations, billing, scheduling appointments, greeting patients and all other general front office duties as assigned. Dentrix' knowledge is a plus. Must have at least 2 yrs.

Seeking an Office Manager for a single provider practice. The Office Manger must be experienced delivering the highest of customer service standards for patients, families and office staff. Responsible for the day-to-day operations, administration and ensures steady workflow and that the office runs smoothly. Responsible for smooth operation of the front office: manage check-in/out, verification of insurance, authorizations, billing entry Responsible for smooth operation of the clinical team: hire, delegate team training and monitor progress Maintain a smooth, efficient flow of administrative operations, ensuring that patients are served as efficiently and effectively as possible Orders and maintains clinical and office supplies and equipment Follow and enforce company policies and procedures Keep current and changes in employment and privacy laws, HIPAA requirements and other relevant laws and regulations as related to dental office operations. Ensures the cleanliness of the facility and oversees a smooth operation Track business statistics and implement changes as deem needed Develop and implement office policies and procedures Qualifications Minimum of 2 years' experience working in a dental office environment (front) Minimum of 2 years' supervisory experience Strong customer service orientation Must have excellent computer skills to read and analyze report Outstanding organization and implementation skills Positive, friendly, approachable disposition Ability to work with multiple priorities Additional Information All your information will be kept confidential according to EEO guidelines.

S afety Max Corporation is headquartered in San Francisco and helps businesses prepare and respond to emergency situations that can affect their people and property. Think first aid supplies, preparedness kits, AEDs and CPR training. We serve a national clientele and our customers are large businesses. Job Description We are seeking a friendly, relationship oriented individual to join our team in an operations and administrative management role. This position reports to our senior operations manager and president. Ideal candidates have worked in similar roles for small and medium sized businesses and are within easy commute to our (Bayshore Blvd area) San Francisco office. Responsibilites: Your primary responsibility will be full-cycle order fulfillment; credit, sales orders, invoicing, A/R , purchasing and production. There will be extensive client, vendor and partner interaction and you will need to solve problems on a day to day basis. You will also manage office, production and warehouse staff. Qualifications • Accounting. Experience posting complex sales and purchasing transactions like returns, credit memos and special orders. • Comprehensive and in-depth knowledge of accounting programs like Peachtree, Sage and QuickBooks. • Extremely detailed oriented with ability to manage multiple projects and priorities. • Quick learner and be able to work in a fast pace environment. • You have great judgement and problem solving ability. • Five (5) years experience in general office administration • You have been in a role where you were required to solve problems and make decisions on your own • You are friendly, enjoy working with others and feel comfortable talking on the phone! • Above average skills with MS Office applications • 4-Year college degree preferred • Excellent verbal and written communications skills • Experience building relationships and negotiating with vendors • We are not located near transportation therefore personal transportation is required. Additional Information Please note that this is not an entry level position. Candidates MUST have at least 5 years of experience within a similar role. For immediate consideration, please apply online.

Gruve is an innovative software services startup dedicated to transforming enterprises to AI powerhouses. We specialize in cybersecurity, customer experience, cloud infrastructure, and advanced technologies such as Large Language Models (LLMs). Our mission is to assist our customers in their business strategies utilizing their data to make more intelligent decisions. As a well-funded early-stage startup, Gruve offers a dynamic environment with strong customer and partner networks. About the Role We're seeking a proactive, detail-oriented Personal Assistant to support a dynamic couple, both acting as high-level executives in tech. In this role, you'll manage calendars and time, coordinate meetings and events, and provide hands-on support with day-to-day accounting and financial operations. This is an excellent opportunity for someone with a background in finance or law who wants meaningful exposure to executive operations and direct insight into how high-level decisions get made. ***Please note this is an in-person role based in Palo Alto, with occasional travel to Redwood City. Key Responsibilities Executive Support Own calendar and time management; schedule, confirm, and optimize meetings and work blocks Coordinate travel, agendas, logistics, materials, and follow-ups Take notes in meetings, track action items, and ensure accountability Draft, edit, and proofread executive communications and presentations Finance & Accounting Support Track expenses, reimbursements, vendor invoices, and purchase orders Maintain organized digital filing systems for contracts, reports, and statements Support monthly/quarterly close activities: reconciliations, summaries, and reporting Assist in preparing and reviewing financial statements, management reports, and filings Update trackers and light dashboards (e.g., cash flow, payables/receivables, budgets) Meetings, People & Events Plan and execute internal/external meetings and small events (invitations, agendas, RSVPs, catering, setup, A/V, day-of coordination) Coordinate across participants and teams to ensure smooth follow-through Maintain office readiness: supplies, guest reception, and conference room scheduling Basic Qualifications Background in Finance, Accounting, Economics, Business, or Law (B.A./B.S. in progress or completed) Strong understanding of financial statements (P&L, Balance Sheet, Cash Flow) and organizational filings Proficiency with Excel/Google Sheets (lookups, pivot tables) and Google Workspace or Microsoft 365 Exceptional organizational skills, attention to detail, and discretion with sensitive information Reliable, proactive, and able to juggle multiple priorities with deadlines Availability for 20 hours per week, scheduled during 10 a.m.-6 p.m. on mutually agreed days; must be onsite Preferred Qualifications Familiarity with QuickBooks, Xero, or other accounting tools Event planning and coordination experience Basic data analysis skills Exposure to contracts, compliance, or legal processes Compensation & Employment Type: Part-time Compensation: $2,500 / month Growth: Strong performers will be considered for full-time conversion and long-term employment with expanded responsibility. ***If you're a student, include your class schedule/availability and your earliest start date. Optional: attach a brief example of an event plan, a spreadsheet you've built (redacted), or a short note on how you've improved a process. Why Gruve At Gruve, we foster a culture of innovation, collaboration, and continuous learning. We are committed to building a diverse and inclusive workplace where everyone can thrive and contribute their best work. If you're passionate about technology and eager to make an impact, we'd love to hear from you. Gruve is an equal opportunity employer. We welcome applicants from all backgrounds and thank all who apply; however, only those selected for an interview will be contacted.

**Vice Provost for Student Affairs, Stanford, California, United States** Administration Post Date Oct 20, 2025 Requisition # 107575 Stanford has an immediate opening for a new Case and Operations Manager to play a significant role in facilitating case management for the Office of Community Standards. The Office of Community Standards (OCS), a unit within the Dean of Students Office, oversees the student conduct process when there have been allegations of an honor code violation or a violation of the fundamental standard by an individual student or a student group for the entire student population campus wide. The mission of the Office of Community Standards is to promote the mutual responsibility of members of the Stanford community to uphold the Honor Code and Fundamental Standard. Through both policies and practices the office seeks to foster student development and learning. It plays a primary role in educating and training students, faculty and staff about their shared responsibility to maintain community standards. We are interested in candidates who have demonstrated experience engaging with diversity through activities such as fostering an inclusive environment, working with students from diverse backgrounds, or incorporating diverse perspectives in their work. The Case and Operations Manager should effectively facilitate Stanford's student conduct process by overseeing its case management and administration. This role will provide a range of complex operational, financial, and administrative support necessary to the facilitation of the student conduct process and operation of the Office of Community Standards. Under the direction of the Director of the Office of Community Standards, the Case and Operations Manager will perform a variety of duties as part of the student conduct process and work with campus offices and partners to support a culture of accountability and integrity at Stanford. **CORE DUTIES*:** + Independently implement, administer day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program. + Student Conduct Process: Manage and triage initial case intake, assess student well-being, coordinate Hearing Panels, and ensure compliance with sanctions. Review and approve community service requests in line with OCS and university standards. Provide guidance and support for complex cases. + Dean's Certification and Disciplinary Checks: Collaborate with the Dean of Students Office to handle the Dean's Certification process and internal disciplinary checks. This includes reviewing waivers, performing disciplinary record checks, responding to subpoenas and FERPA requests, and ensuring confidentiality of such work. Additionally, develop and expand internal process guides. + Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function. + Prepare reports and extract case statistics for meetings. Provide recommendations to the Director based on data analysis. + Oversee the OCS website in collaboration with OCS staff. + Review incident reports and relevant documents, brief the Director on significant issues, and manage weekly open case reports. + Create and refine case sanctioning reports for the Dean of Students, ensuring alignment with the Stanford Student Conduct Charter. + Run specialized reports to identify and analyze trends in the OCS process, providing context and summaries. + Cross-check reports on students in the OCS process with graduation applications to ensure sanctions are completed before graduation. + Analyze and interpret policies; develop, revise and implement procedures for program or function. + Provide guidance to OCS, VPSA staff, faculty, and others by analyzing and interpreting the Honor Code, Fundamental Standard, and related Stanford policies. + Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies. + Offer personalized consultations via phone and Zoom to community members considering filing a formal concern related to Stanford policies. + Act as the system database administrator for Maxient, the student conduct database software. + Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences. + Co-produce and operationalize OCS promotional outreach events, communication, and materials in collaboration with the OCS team. Conduct periodic training and information sessions with students, staff, and faculty. + May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget. + Oversee office and travel purchases, manage reimbursements, and ensure compliance with financial policies. + Create purchase orders for regular expenses and collaborate with the finance admin to forecast the budget for office supplies and related costs. + Manage travel arrangements, team calendar, and room reservations for OCS staff, ensuring smooth logistics for meetings and conferences. Sponsor and manage OCS email and workgroups. Order meals for meetings. + Create and update incident reporting forms and letter templates, handle case file preparation and record-keeping, send formal communications, and track case statuses for closure. + Resolve scheduling conflicts among OCS staff, assist with staff and interview candidates' travel arrangements, and ensure compliance with university policies. + _Other duties may also be assigned_ **MINIMUM REQUIREMENTS:** **Education & Experience:** Bachelor's degree and three years of relevant experience, or combination of education and relevant experience. **Knowledge, Skills and Abilities:** + Demonstrated ability to prioritize own work and multi-task. + Demonstrated excellent organizational skills. + Demonstrated ability to take initiative and ownership of projects. + Ability to communicate effectively both orally and in writing. + Ability to routinely and independently exercise sound judgment in making decisions. + Demonstrated experience working independently and as part of a team. + Relevant subject matter knowledge. + Ability to direct the work of others, for jobs requiring supervision. **Certifications and Licenses:** None **PHYSICAL REQUIREMENTS*:** + Constantly perform desk-based computer tasks. + Frequently stand/walk, sitting, grasp lightly/fine manipulation. + Occasionally use a telephone. + Rarely lift/carry/push/pull objects that weigh 11-20 pounds. _* Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job._ **WORKING CONDITIONS** **:** + Hybrid 3-4 days onsite + Able to work on evenings and weekends, as needed **WORK STANDARDS:** + Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. + Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. + Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,******************************* _The expected pay range for this position is $100,023 - $108,5_ _36.58_ _._ _Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs._ _At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (_ _***************************************************** _) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process._ **HOW TO APPLY** We invite you to apply for this position by clicking on the "Apply for Job" button. **To be considered, please submit your** **resume and a cover letter with your online application.** _The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned._ _Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a_ _contact form_ _._ _Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law._ Additional Information + **Schedule: Full-time** + **Job Code: 4121** + **Employee Status: Regular** + **Grade: H** + **Requisition ID: 107575** + **Work Arrangement : Hybrid Eligible**

Reports to the Project Manager. The Office Manager/Business Services Manager performs, supervises and directs the overall administrative activities of an office or project site, including craft payroll, accounts payable/receivable, purchasing, document control, and other assigned project clerks as required. Major Duties & Responsibilities: Assigns and reviews office activities, circumvents and resolves problem areas, coordinates administrative workload leveling requirements. Coordinates and performs project personnel administration activities. Interfaces with clients, vendors, and the public. Reviews and manages office invoices and budget. Directs the work of other administrative staff as needed. Analyzes and organizes office operations and procedures such as flow of correspondence Process approved new hires Monitor EEO requirements, as required Process field personnel payroll weekly Prepares and submits monthly project billings and ensures timeliness of supportive subcontractor & supplier billing documents Develop weekly client meeting agenda and record meeting minutes, as necessary Monitor contract requirements with respect to duties Responsible for ordering office supplies, the set-up and repair contracts for the office equipment and cleaning of the jobsite office as needed Manages Project Office lease, terms, and ensures compliance Organize interoffice and incoming/outgoing mail as necessary Update project calendar and communicates relevant project messages regarding holidays, upcoming events or otherwise Organize special meetings and functions, to include team-building events Provide support to field personnel (project) and staff when necessary Perform additional assignments per management's direction Skills/Qualifications: BA/BS + 6 years of experience or demonstrated equivalency of experience and/or education. Proficient experience with Microsoft Office (Word, Excel, Outlook) Excellent written and verbal communication skills Very good organizational and multi-tasking abilities Liaison with Halmar's home office Business Services staff/management to ensure compliance with Halmar's SOP on remote project sites “Halmar International is an Equal Opportunity Employer - M/F/Veteran/Disability/Sexual Orientation/Gender Identity.”