Location: Stockton, CA
Employment Type: Full-Time
Reports To: Administrative Manager
Position Summary
The Administrative Assistant serves as a primary point of contact for staff, consultants, clients and vendors while ensuring smooth day-to-day office operations. The successful candidate will provide a broad range of administrative and organizational support, assist with accounting functions, support HR processes and contribute to a professional and collaborative office environment.
The position requires strong organizational skills, attention to detail, discretion, responsiveness, and the ability to manage multiple priorities in a fast-paced professional environment.
Essential Responsibilities:
-Administrative Support
-Answer and direct incoming phone calls and emails in a professional and timely manner.
-Greet clients, consultants, and visitors and provide a welcoming and professional front-office experience.
-Coordinate meetings, conference rooms, and office events.
-Manage office supplies, equipment, and other purchasing needs.
-Maintain company records, filing systems, and digital documents in accordance with established company procedures.
-Assist project teams with proposal preparation, document formatting, and administrative tasks.
-Coordinate travel and client events, meetings and dinning arrangements as needed.
-Support preparation of presentations, reports, and marketing materials.
-Provide administrative support to company leadership and project teams as assigned
-Assist with scheduling, correspondence, meeting preparation, and follow-up on administrative action items as needed.
-Maintain appropriate confidentiality when handling company, employee, client, and financial information.
Accounting Support:
-Process accounts payable and vendor invoices.
-Prepare and track client invoices and accounts receivable under the direction of appropriate accounting or management staff.
-Assist in with processing and entering expense reports and credit card expenses.
-Assist with event and membership registrations and payments.
-Maintain accurate supporting documentation for accounting transactions and records.
Human Resources Support:
-Assist with employee onboarding and new hire paperwork.
-Maintain employee personnel files and records in a confidential and organized manner..
-Coordinate benefit enrollments and employee communications under the direction of HR management.
-Support recruiting activities, including job postings and interview scheduling.
-Track employee training, certifications, and professional licenses.
-Monitor PTO requests and employee attendance records.
-Assist with HR compliance documentation and policy updates.
Required:
-Minimum 2+ years of administrative office experience in a professional office environment.
-Proficient in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.
-Experience working with cloud-based systems such as Microsoft SharePoint, OneDrive, and Teams.
-Ability to organize, maintain, and administer electronic project files, permissions, folder structures, and document retention standards within Microsoft Cloud environments.
-Knowledge of document control procedures, version management, and collaborative workflows for architectural project documentation.
-Familiarity with digital filing standards and best practices for project records, contracts, proposals, and human resources documentation.
-Excellent written and verbal communication skills.
-Strong organizational and time management abilities.
-Ability to manage multiple priorities and deadlines while maintaining accuracy and follow-through.
-High level of professionalism and confidentiality.
Preferred:
-Experience in an architecture, engineering, or construction (AEC) firm.
-Familiarity with business and professional-services software such as Deltek Ajera, Paychex, and Bluebeam
-Experience supporting HR functions and employee records.
-Knowledge of project-based billing and consulting contracts.
-Experience with Adobe Acrobat and document management software.
Desired Skills:
-Attention to detail and accuracy.
- Strong client-service and customer service orientation.
-Self-motivated and proactive.
-Strong problem-solving abilities.
-Ability to work independently and as part of a team.
-Comfortable working in a fast-paced professional environment.
Compensation & Benefits:
-$28 per hour
-Health and dental insurance
-Paid vacation and holidays
-401(k)
-Professional development opportunities
How to Apply:
Interested candidates should submit a resume and brief cover letter outlining their qualifications and relevant experience.
Derivi Castellanos Architects is an equal opportunity employer and values diversity, inclusion and a professional workplace in which all people are treated with respect.
Principals only. Recruiters, please don't contact this job poster.