Administrative Assistant

Job Summary

We are seeking a highly organized and detailed oriented Administrative Assistant to join our growing consulting team! In this role, the ideal person should be able to communicate effectively with fellow employees, clients and vendors. The right person should have experience in bookkeeping and an interest in the City of Oakland and State of CA Compliance, Licensing and Permits. This person needs to be with proficient with Google Workplace, quick problem solver with the ability to maintain confidentiality. Bilingual in Cantonese and Mandarin is preferred, but not required.

Duties

• Manage front desk operations, including greeting visitors, opening office doors, ensuring packages are delivered to the right person in the office, submitting maintenance requests to property management
• Perform data entry tasks accurately using Google sheets or docs and QuickBooks
• Maintain organized filing systems both digitally and physically, ensuring quick retrieval of documents
• Scan receipts, receive payments, and reimburse vendors/contractors
• Schedule appointments, manage calendars, and coordinate meetings to optimize team productivity
• Assist with office management duties including ordering supplies, equipment maintenance, and general administrative support
• Manage business licensing, permits and certificates for clients (Building permits, Special Activity Permits, DCC State Licenses, Business Licenses, Seller Permits, etc.)
• Provide excellent customer service by communicating with clients in regards to application status updates or invoices
• Utilize computer skills for word processing, creating reports, and updating databases efficiently
• Maintain confidentiality at all times

Skills

• Proficiency in Google Workplace especially with sheets and Drive
• Familiarity with City of Oakland & DCC regulations
• Technical proficiency with QuickBooks or similar accounting tools is a plus
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
• Bilingual abilities are highly desirable, preferable Cantonese or Mandarin to support client needs and enhance communication
• Demonstrated clerical experience including filing, document preparation, and calendar management
• Exceptional time management skills coupled with a proactive attitude toward problem-solving and multitasking
• Previous bookkeeping or admin experience a plus
• Can compose well written emails to government entities, clients and vendors

Join us in creating an efficient workplace where your organizational talents will be valued! We are still a very small startup with limited benefits. However, we do offer a guaranteed raise annually on your hire date with year end bonus.

To be considered for this role, please submit to us your answer to this question instead of a cover letter (be as through as possible): Tell me about a time when you were tasked with a problem you have no idea how to solve. Please walk me through the exact steps you take to get to the solution.

Pay: From $60,000.00 per year

Benefits:

• Paid time off

Work Location: In person