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Temporary Office Administrator

Location: Petaluma, CA
Pay: $27.00–$29.00 per hour
Job Type: Full-Time Temporary
Schedule: Monday–Friday, 8:00 AM–4:30 PM
Lunch: 30-minute meal break

Position Overview

Our Petaluma client is seeking a dependable, organized, and highly capable Temporary Office Administrator to provide day-to-day administrative and customer service support in a very small office environment.

This is an ideal opportunity for someone who enjoys being the go-to person in the office, is comfortable working independently, and can confidently manage a variety of administrative responsibilities. The successful candidate will be professional, detail-oriented, customer-focused, and able to prioritize multiple tasks while maintaining accuracy and organization.

Key Responsibilities

• Answer incoming phone calls and respond to emails in a professional and timely manner
• Provide friendly and professional customer service to clients and customers
• Schedule jobs, appointments, and inspections
• Apply for and coordinate required city and/or county permits
• Prepare and send estimates to customers
• Prepare invoices and accurately enter/process customer payments
• Assist with weekly payroll processing
• Maintain accurate records and office documentation
• Provide general administrative and organizational support for the office
• Communicate with customers, vendors, inspectors, and local agencies as needed
• Manage multiple priorities and follow up on outstanding items
• Help keep day-to-day office operations running smoothly
• Assist with additional administrative tasks and special projects as needed

Required Skills & Competencies

• Administrative Expertise: Strong understanding of day-to-day office administration and business support
• Organization: Exceptional ability to organize information, paperwork, schedules, and competing priorities
• Attention to Detail: High level of accuracy when handling invoices, payments, payroll, permits, estimates, and customer information
• Customer Service: Professional, friendly, and confident when interacting with customers, vendors, inspectors, and the public
• Communication: Strong written and verbal communication skills with the ability to communicate clearly and professionally
• Time Management: Ability to prioritize workload, meet deadlines, and keep multiple tasks moving forward
• Follow-Through: Takes ownership of responsibilities and consistently follows up until tasks are completed
• Problem-Solving: Resourceful and able to identify solutions, research information, and resolve routine issues independently
• Computer Skills: Strong computer skills with the ability to quickly learn new software and systems
• Google Workspace: Comfortable working with Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets
• Apple/Mac: Experience working in an Apple/Mac environment preferred
• Financial Accuracy: Comfortable working with invoices, payments, estimates, payroll information, and other confidential financial data
• Confidentiality: Demonstrates discretion and professionalism when handling sensitive customer, employee, and company information
• Multitasking: Comfortable switching between phones, customers, emails, scheduling, paperwork, and administrative priorities throughout the day
• Independent Work Style: Able to work with minimal supervision and confidently take ownership of daily responsibilities

Qualifications

• Previous experience in office administration, office management, customer service, or a similar role
• Strong organizational skills and excellent attention to detail
• Professional and friendly communication style
• Ability to work independently and take ownership of responsibilities
• Comfortable handling confidential and financial information
• Strong computer skills and ability to learn new systems quickly
• Experience with Apple/Mac and Google Workspace preferred
• Proficiency with email, calendars, spreadsheets, and basic office software
• Strong follow-through and ability to manage multiple tasks with minimal supervision

Ideal Candidate

The ideal candidate is self-motivated, resourceful, polished, and comfortable wearing many hats. Because this is a very small office, this person will play an important role in keeping daily operations organized and moving forward.

We are looking for someone who doesn't need to be told what to do at every step—someone who can see what needs to be done, take ownership, and get it done. A candidate who enjoys being hands-on, solving problems, helping customers, staying organized, and serving as a dependable resource for the office will thrive in this position.

Key Traits

Dependable • Organized • Professional • Resourceful • Detail-Oriented • Self-Motivated • Customer-Focused • Adaptable • Accountable • Strong Communicator