Administrative Assistant

  • Location

    Oakland, United States

  • Sector:


  • Job type:


  • Contact:

    Lamar Murphy

  • Job ref:


  • Published:

    10 months ago

  • Expiry date:


Job #34

Job Summary:

  • General administrative assistance


  • Scheduling and arranging meetings, organizing Outlook calendars


  • Resolving building and office logistics issues


  • Help solve team-member questions regarding internal policies, resources


  • Other office administration duties as needed


  • Invoicing and payable administration


  • Enter and maintain incoming invoice data in tracking spreadsheets


  • Track invoice approvals and payments, provide reports and analysis


  • Research and resolve invoice questions, using accounting databases, email, and trackers


  • Organize and maintain storage and accessibility of invoices


  • Process expense reports


  • Communicate with Accounts Payable team to ensure payments and proper records


  • Contract administration assistance


  • Collect relevant documents for contracting: quotes, approvals, signatures


  • Facilitate contract requests


  • Communicate with Contracting team to resolve issues


  • Budget reporting assistance


  • Assist with generating reports, reconciling budget information


  • Contractor HR administration


  • Enter statements of work (SOW) data into tracking spreadsheets


  • Assist with the tasks of onboarding consultants


  • Research and resolve SOW questions, provide reports, analysis


  • Organize and maintain archive of SOWs


  • Communicate with agencies to ensure smooth onboarding


  • Facilitating internal request forms


  • Collecting and entering accurate information into internal purchase requisitions, contract request forms, capital expense forms


  • Distributing completed forms, tracking progress, following up for status updates


  • Drafting templates for easy access and use

Must have experience with:

Word, Excel, Outlook

Administrative, office assistance


HR administration

accounts payable

budget analysis

documents editing and administration