Psinapse

Administrative Assistant

Our client, a healthcare and financial support organization in Oakland, is looking for a skilled Administrative Assistant to join their team on a full time basis in Oakland. The Administrative Coordinator is responsible for managing front office operations, client administration, document management, communications, and office procedures while providing exceptional support to clients, staff, and leadership. This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The pay is $27.00 - $33.00 per hour.

Responsibilities:

Communication & Client Support:

• Opens office for work to start Monday through Friday at 9 a.m.
• Serve as the primary point of contact for incoming calls, emails, texts, and faxes, routing communications appropriately and maintaining office coverage.
• Provide backup support for client referrals, intake calls, appointment scheduling, and referral tracking.
• Manage phone systems, on-call schedules, and client correspondence.

Office Administration:

• Coordinate office operations, staff schedules, mail distribution, deliveries, office supplies, equipment maintenance, and facility organization.
• Maintain contact databases, manage office purchasing, and provide administrative support to finance and operations teams.
• Ensure consistent office coverage and support daily business operations.
• Maintains office machines: replenishes paper stocks, toner in printer; keeps list of needed office supplies and monitor supply levels and order on regular schedule; maintains service contracts; calls for office equipment service or repair assistance when needed; takes mail to mailing center (e.g. USPS, FedEx, UPS etc.) as needed.

Document & Client Management:

• Process, scan, file, and maintain client, legal, medical, and business documents in electronic and paper filing systems.
• Establish and maintain client records, contracts, contact information, and tracking databases.
• Identify urgent matters and coordinate timely follow-up with appropriate team members.
• Sets up new clients in client tracking system and adds all contact information for clients, family members, vendors, and others associated with each case.
• Manage document retention, records management, and fiduciary signature processes.
• Enters client related information in proprietary data management system (items include medication lists, family, friends, and providers associated with each client, etc).
• Prepares all incoming documents requiring fiduciary signature for signing including pre-filling and tabbing forms for signature.
• Advises contacts of fiduciary relationships and change of address and provide documentation as required.
• When clients move, changes client's address in client database and forwards mail via post office.

Process Improvement & Onboarding:

• Develop, maintain, and update office procedures, forms, and operational protocols.
• Coordinate employee onboarding documentation and training materials.
• Monitor compliance with established procedures and support continuous process improvement initiatives.

Qualifications:

• 3+ years of experience in office administration, executive support, client services, legal administration, healthcare, fiduciary services, or a related professional environment.

• Strong customer service, communication, organizational, and multitasking skills.

• Experience managing confidential information and maintaining accurate records.

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

• Experience with document management, client intake, scheduling, and administrative support functions.

• Ability to work independently, prioritize competing responsibilities, and maintain a high level of professionalism.

• Experience in a legal, fiduciary, healthcare, financial services, or professional services environment is preferred.

• Must have reliable transportation and be able to perform occasional local deliveries, mail runs, and errands using a personal vehicle. Mileage reimbursement provided.

All employment is contingent on candidates providing at least two positive professional references from prior managers. We are looking for local candidates only. U.S. Citizens and those authorized to work in the U.S. are encouraged to apply. We are unable to sponsor at this time.