Administrative Assistant

Position Overview

We are seeking an organized, detail-oriented Administrative Assistant to support daily office operations in San Diego on a part-time basis. This role focuses primarily on record keeping, document digitization, and data entry. The ideal candidate is dependable, comfortable handling routine administrative tasks with high accuracy, and able to maintain an orderly physical and digital filing system.

Key Responsibilities

• Document Scanning & Digitization: Prepare, scan, and verify physical records, contracts, and internal paperwork. Convert files into searchable PDFs and ensure correct naming conventions and storage in designated cloud drives or document systems.
• Spreadsheet Updates & Data Entry: Maintain and update tracking logs, client records, and inventory lists in Microsoft Excel or Google Sheets. Conduct periodic audits to identify and correct discrepancies or missing information.
• Filing & Records Management: Organize, categorize, and archive physical paperwork in accordance with company retention and filing standards. Retrieve requested files promptly for team members.
• General Office Support: Assist with incoming/outgoing mail, maintain tidy file storage areas, and assist office staff with light ad hoc administrative tasks as needed.

Qualifications

• Experience: 1+ years of administrative support, office clerk, or data entry experience preferred (will consider detail-oriented entry-level candidates with strong computer skills).
• Software Skills: Working knowledge of Microsoft Office (particularly Excel and Outlook) or Google Workspace (Sheets, Drive, Gmail).
• Equipment: Comfortable using standard office technology, multi-function copiers, high-speed document scanners, and PDF editing software (e.g., Adobe Acrobat).
• Core Competencies:
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Reliable attendance and punctuality.
• Ability to work independently with minimal supervision once tasks are assigned.

10460623