Office Administrator - San Diego

Office AdministratorThe Office Administrator plays a key role in ensuring the efficient day-to-day operations of an office environment. This position involves providing administrative support to staff and management, managing office resources, coordinating communications, and maintaining a professional and organized workspace. The ideal candidate is proactive, detail-oriented, and skilled at multitasking in a fast-paced setting.Essential Duties and ResponsibilitiesGreet visitors, answer phone calls, respond to voicemails and emails, direct inquiries to proper person, and manage incoming/outgoing mail and correspondenceSchedule and coordinate meetings, appointments, events, and travel arrangements for staff or executivesManage office supplies inventory and vendor services, order new materials, and oversee equipment maintenance or repairsPerform general administrative tasks, such as filing, data entry, creating reports, preparing memos, invoices, or presentationsMaintain office records, databases, and filing systems (both digital and physical)Provide support to other departments, such as assisting with HR tasks (onboarding, recruitment support), basic accounting (expense tracking), or event coordinationEnsure compliance with office policies, safety regulations, and a productive workspace.Handle confidential information discreetly and multitask in a fast-paced environmentMaintenance and organization of corporate documents in land management softwareKeep onsite filing system in order, assisting with implementation of new administration systemsProvide administrative support to real estate team: receiving and preparing land agreements for processing.Ensure the office remains clean and organizedOperating and maintaining office equipment such as copiers and printersProvide notary servicesAssistance with travel arrangements, meeting room bookings, and company related functionsMust be able to collaborate with team members and work individually as neededOther duties as requiredQualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Minimum RequirementsProven experience as an Office Administrator or similar roleProficiency in MS Office (MS Excel and MS Outlook, in particular)Familiarity with office equipment and software (e.g., CRM, ERP systems)Excellent time management skills and ability to multi-task and prioritize work.Keen attention to detail, with an ability to spot errorsAbility to solve problems, and adaptabilityExcellent communication (verbal and written) and interpersonal skillsStrong analytical and organizational skillsAbility to work with varying seniority levels, including staff, managers, and external partiesProfessional demeanor, discretion with sensitive information, and customer service orientationEducation and/or Experience, KnowledgeHigh school diploma or equivalent required; associate or bachelor's degree in business administration, office management, or a related field preferred15 years in an administrative or office support role.Certificates, Licenses, RegistrationsCertified California NotaryPhysical DemandsProlonged periods of sitting at a desk and working on a computerOccasional standing, walking, bending, reaching, or light lifting (e.g., office supplies up to 20-30 pounds)Frequent use of hands for typing, filing, and operating office equipmentAbility to view computer screens for extended periods (close vision required)Frequently moves and transports boxes, files, equipment, and supplies across the officeWork EnvironmentStandard indoor office environment with controlled temperature, good lighting, and moderate noise levels (e.g., from phones, printers, and conversations)Exposure to common office equipment and minimal hazardsScheduleMonday through Friday, from 8:30AM 5:00PM, with 30 minutes for lunch, and occasional overtime during busy periods