Archived listing. The details below describe a past opening.
We are looking for an organized Office Coordinator to support daily administrative and accounting operations in our Oakland, California office. This contract-to-permanent position is ideal for someone who enjoys creating structure, providing excellent front-office support, and assisting with essential financial processes. The person in this role will help maintain an efficient workplace while partnering with internal teams to keep documentation, billing support, and office logistics on track.
Responsibilities:
- Oversee day-to-day office operations by managing supplies, coordinating equipment needs, and working with outside vendors to support a well-functioning workplace.
- Arrange meetings and office events by handling calendars, preparing spaces, and coordinating food or materials when needed.
- Process incoming and outgoing mail, packages, and deliveries to ensure timely distribution and shipment handling.
- Support new employee setup by preparing work areas, arranging office materials, and assisting with workplace orientation logistics.
- Provide administrative assistance for accounting activities, including invoice support, expense processing, timesheet review, and routine records maintenance.
- Help prepare and distribute client billing documents while coordinating with project teams to promote accurate financial information.
- Assist with reconciliations for bank and credit card activity under the direction of senior accounting staff.
- Contribute to month-end and year-end accounting tasks, audit document collection, and maintenance of project and contract records.
- Perform general front-desk and clerical support such as answering inbound calls, scanning documents, and assisting the broader team as needed.
- Experience in office administration, office coordination, reception, or a related support role.
- Familiarity with basic accounting functions such as accounts payable, accounts receivable, expense reports, or invoice processing.
- Ability to manage clerical tasks including document scanning, record organization, and mail handling with strong attention to detail.
- Comfortable answering inbound calls and providing attentive front-office support to employees, vendors, and visitors.
- Strong organizational skills with the ability to balance multiple priorities in a busy office environment.
- Clear written and verbal communication skills and the ability to work effectively with accounting staff and project teams.
- Proficiency with standard office software and general administrative tools used for scheduling, documentation, and reporting.