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Administrative Assistant
Location: Downtown Santa Rosa, CA
Schedule: Monday - Friday | 8:30 AM - 5:00 PM (Full-Time, 40 hours/week)

Position Overview

A well-established professional office in downtown Santa Rosa is seeking a highly organized and dependable Administrative Coordinator to assist with business operations, affiliated property management activities and support tenants within a dynamic multi-entity office environment.

This role is ideal for someone who thrives in a professional setting, enjoys assisting with operational details, and takes pride in keeping an office running smoothly and efficiently. The position focuses heavily on administrative coordination, document management, communication support, and day-to-day business and office operations, while also providing reception in person and over the phone.

The ideal candidate is proactive, detail-oriented, and comfortable working in a structured professional environment where accuracy, accountability, and follow-through are essential.

Primary Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support for ownership and business demands.

• Prepare, review, organize, and maintain documents, records, and spreadsheets with a high degree of accuracy.

• Assist with data entry, file organization, reporting, and general office administration.

• Support accounts receivable follow-up and administrative billing tasks.

• Coordinate scheduling and usage of shared conference rooms and meeting spaces.

• Maintain office supply inventory, kitchen supplies, and overall office organization.

• Assist with office opening and closing procedures to ensure smooth daily operations.

Property & Business Coordination

• Support communication and coordination related to property management operations, maintenance requests, vendors, and building-related matters.

• Help track and organize operational and construction-related communications and documentation.

• Assist with internal administrative projects and ensure timely follow-through.

Client & Office Support

• Serve as a professional point of contact for clients, tenants, vendors, and visitors.

• Provide front desk and phone coverage, including greeting visitors and routing calls appropriately.

• Handle incoming and outgoing mail, packages, and deliveries with accuracy and professionalism.

Qualifications

• Prior experience in a professional office, legal environment, property management, office management, or administrative support role preferred.

• Strong organizational skills with exceptional attention to detail and follow-through.

• Professional written and verbal communication abilities, with a strong understanding of the importance of responsiveness, clarity, and consistent communication.

• Proficiency with Microsoft Office, (Word, Outlook, and Excel).

• Ability to manage multiple priorities in a fast-paced office environment.

• Demonstrates reliability, punctuality, professionalism, and strong work ethic.

• Comfortable working independently while also collaborating with ownership and executing assigned tasks.

• Ability to take direction, stay focused, and maintain composure in a professional office setting

Ideal Candidate

The ideal candidate is dependable, consistent, and comfortable taking direction from ownership and leadership in a structured, professional environment where accountability, discretion, and follow-through are essential. This role requires a focused, low-distraction work style and a strong commitment to maintaining professionalism in all interactions.

We invite you to apply if you are someone who takes pride in being organized, reliable, and accurate in your work. You communicate professionally, follow through on responsibilities, and understand the importance of supporting both daily operations and long-term office efficiency. You are composed under pressure, respectful in all interactions, and able to maintain a calm, professional presence in a busy office environment.

Compensation & Benefits

• Paid holidays

• 40 hours paid sick leave annually

• 80 hours paid vacation accrual annually

Growth Opportunity

This position offers long-term growth potential for someone who consistently demonstrates initiative, accountability, communication, and strong organizational capabilities. Expanded responsibilities and advancement opportunities are available for the proven individual.

Benefits:

• Dental insurance

• Employee discount

• Health insurance

• Paid time off

• Vision insurance

Work Location: In person