Job Description
Job Description
We are looking for an experienced Part time Administrative Assistant to join our team in Palm Desert, California. This Contract-to-Permanent position offers an opportunity to contribute to a dynamic Research & Development environment, supporting essential office operations and ensuring seamless administrative processes. The ideal candidate will bring strong organizational skills, attention to detail, and proficiency in office systems.
Duties
Minor office duties:
· Answering phones – lite phones
· Scheduling Zoom meetings and sending out calendar invites
· Incoming/Outgoing Mail processing
· Office Supply maintenance (ordering, stocking etc.); i.e. Staples/Amazon
· General office upkeep (water plants, take out recycling etc.)
Document Production/Distribution:
· UPS and USPS system for larger distributions/mailing of documents (i.e. create label lists for document distribution in WORD and/or EXCEL, tracking of document deliveries, etc.)
· Document printing, assembly, stuffing envelopes, addressing etc.
· File Maintenance; electronic and paper; We use FileMakerPro to digitally catalog file location etc.
AR/AP/Invoicing:
· Record Keeping: Tracking/logging of reimbursable expenses for client billables; this includes scanning and digital filing into the project files
· Process outgoing client invoices and track payables
Skills:
· Office 365 knowledge (WORD and Excel). Must be able to draft emails and short transmittals (i.e. good grammar, spelling, sentence structure etc.) with working knowledge of WORD, including format and styling function if possible, but can be trained
· Simple accounting knowledge (i.e. simple excel formulas etc.)
· Detail oriented (record keeping)
· Ability to multi-task
• Minimum of 3 years of experience in administrative office roles.
• Proficiency in filing systems, both electronic and paper-based.
• Advanced knowledge of Microsoft Office tools, including Word and Excel.
• Experience handling outgoing mail packages and document distributions.
• Strong organizational skills and attention to detail.
• Ability to multi-task effectively in a fast-paced environment.
• Familiarity with basic accounting principles and Excel formulas.
• Excellent communication skills, both written and verbal.