Office Hub Jobs in Usa

The Family Office Associate is a key member of a small, dynamic team supporting the financial, administrative, and operational needs of a Family Office located in Santa Cruz County, CA. This role requires strong organizational, financial, and interpersonal skills, along with the ability to manage a wide range of responsibilities, from day-to-day support and reporting to special projects and property coordination. In this role, you will work closely with the Head of Family Office and Principals, bringing a blend of technical expertise and operational agility. The ideal candidate is highly driven, detail-oriented and entrepreneurial, comfortable operating in a fast-paced, service-oriented environment.

Financial & Accounting Management

• Maintain general ledger and oversee all accounting processes including accounts. payable/receivable, cash flow tracking, expense reporting, month-end reconciliations across personal, investment and entity accounts.
• Prepare and analyze financial statements and cash flow projections, including ad hoc financial summaries.
• Organize financial records, receipts, and documentation for reporting and audit readiness.
• Support risk management efforts by monitoring compliance, tax considerations, and regulatory requirements.

Vendor, Operations & Property Oversight

• Oversee vendor contracts, payments, and relationships across household, investment, and professional services.
• Assist with management of residential and commercial properties, including budgets, repairs, insurance, and compliance.
• Assist in preparing presentations and reports for family members, advisors, and external stakeholders.
• Assist with project management across investments, renovations, events, or philanthropic initiatives.

Administrative & Generalist Duties

• Manage day-to-day operations of the family office.
• Maintain and update key documents and secure digital records and files.
• Provide support for special projects, family events, travel logistics, or concierge-level personal assistance for family members.
• Manage office technology systems, providing mid-level IT support.

Qualifications

• Bachelor's degree in Finance, Accounting, Economics, Business, or a related field.
• Minimum 5+ years of experience in investment operations, accounting, or financial data management, preferably in a family office, investment firm, or private wealth management setting.
• Strong proficiency in Microsoft Excel and ability to learn various software.
• Knowledge of basic accounting principles and financial reconciliation.
• High attention to detail with exceptional accuracy in handling financial data and transaction processing.
• Strong written and verbal communication skills to liaise with internal teams and external partners
• Ability to handle confidential information with the highest level of professionalism and discretion
• Ability to wear multiple hats in a small, dynamic environment, assisting wherever needed.
• Has a proven “can do”, “make it happen” attitude. 

To apply for this position, please go to our website ( ) and download the fillable application along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS

560 N. Nimitz Highway, Suite 200

Honolulu, Hawai‘i 96817

Attention: Human Resources

Or via email: 

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

Closing Date: March 18, 2026 at 4:30pm HST

Salary: $126,984 to $155,928 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.

The Director, Office of Human Resources (“Director”) is responsible for managing the day-to-day activities of the Office of Human Resources (“HR”) including recruiting, developing, and retaining a high-performing workforce. The Director is also responsible for the development and maintenance of enterprise-wide systems and solutions that address organizational workforce issues and comply with applicable laws and regulations.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES (a more detailed description can be found on our website)

1. Strategic and Programmatic Management

2. Talent Management

3. Performance Management

4. Compensation and Benefits

5. Employee Relations

6. Safety and Health Compliance

7. Human Resources Records & Information Management

8. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Chief Administrator.

9. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Chief Administrator in accordance with the agency’s governance framework.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. Education: Graduation from an accredited four (4) year college or university with a bachelor’s degree in business administration, human resources management, or related field.

• An HR certification (SHRM-CP, SHRM-SCP, PHR or SPHR) is highly desirable.

• A Juris Doctor (JD) degree from an accredited law school, with substantial coursework or practice experience in employment or labor law, workplace investigations, or organizational risk and compliance, is considered highly relevant preparation for this role. Admission to practice law is not required but may be considered favorably where accompanied by relevant HR leadership experience, including employment-related legal counsel to executive leadership or public-sector organizations.

2. Technical Work Experience: Ten (10) years of technical experience as an HR generalist OR ten (10) years of technical experience as an HR specialist whose focus was on at least two (2) of the following functional areas:

• Recruitment and Hiring

• Compensation

• Benefits

• HR Management

• EEO Regulations

• Labor Regulations

• Training and Organization Development

• Compliance and Risk Management

Technical experience should include responsibility for managing complex, sensitive, and high-risk employment matters and regularly advising executive leadership, managers, and/or divisions on employment law compliance, personnel strategy, and organizational risk.

Experience may include substantial employment or labor law practice, or in-house counsel–level advisory work, provided it demonstrates deep applied knowledge of HR systems, workforce management, regulatory compliance, employee relations, investigations, and policy development within a public, governmental, or comparably regulated environment.

Technical experience should reflect work that routinely encompasses difficult and complex personnel situations, and addresses organizational challenges with trusted, solutions-oriented counsel. Experience must include responsibility for:

• furnishing strategic advisory services to leadership regarding talent programs and workforce planning;

• developing, interpreting, and revising personnel policies and procedures;

• ensuring compliance with employment laws and regulatory requirements;

• analyzing proposed labor-related legislation and regulatory developments; and

• researching and implementing emerging HR best practices to strengthen organizational effectiveness.

A graduate degree in business administration, personnel and industrial relations, HR management, public administration, law, or related fields may substitute for two (2) years of technical work experience.

3. Supervisory Experience: Five (5) years of leadership or supervisory experience directing professional staff or leading complex organizational initiatives related to personnel management, labor relations, employment law advisory services, or human capital operations. Leadership experience may include supervising HR professionals, attorneys, investigators, or multidisciplinary teams responsible for employee relations, compliance, investigations, or organizational advisory functions on complex and sensitive HR-related matters; establishing timelines and priorities; and providing training, coaching, and performance management.

Supervisory experience must demonstrate the ability to guide staff through complex and sensitive employment matters (i.e., investigations, claims management, and compliance oversight); exercise sound judgment in high-risk or confidential situations; provide clear, balanced recommendations to executive leadership; and align workforce practices with organizational priorities and governance requirements.

Possession of the required number of years of experience will not, in itself, be accepted as proof of qualification. The candidate experience must be of such scope, complexity, and level of responsibility as to conclusively demonstrate the ability to perform the Essential Functions of this role, including the provision of high-level strategic counsel and sound judgment in complex personnel and governance environments.

Knowledge, Skills and Abilities

1. Must have working knowledge of:

• Public and private sector trends, standards, and practices in HR management

• Pertinent public and private sector labor and employment laws, rules, and regulations

• Human resource analytics and business metrics

• Strategic planning and organizational development

• Contracting, including contract implementation, contract management and budgeting, as well as contract performance evaluation and reporting

• Functions and organizations of State

2. Must have demonstrated skills or ability to:

• HR management, including talent acquisition, talent development, performance management, total rewards systems, employee relations, recordkeeping, legal compliance, and HR information systems

• Complaint investigation and resolution, as well as general problem solving

• HR-related research and analysis

• Team building, leadership coaching, employee morale-building, counseling and correction

• Facilitating collaboration among peers, and between subordinates and their supervisors

• Planning, budgeting, project management, and reporting

• Written and oral communication, including presentations and trainings

• Dealing tactfully and effectively with outside consultants, external agencies and their representatives, and with the general public

• Emergency management and crisis response

An Equal Opportunity Employer

Medical Office Administrator (Contract-to-Hire)

Location: Scottsdale, AZ

Work Setting: Fully Onsite

Schedule: Monday–Friday | 8:00 AM – 5:00 PM

Pay Rate: $22–$25 per hour

Employment Type: Contract-to-Hire

Position Summary

We are seeking a detail-oriented and proactive Medical Office Administrator to support a growing healthcare team. This role serves as the central hub of the office, coordinating communication between patients, physician offices, surgical facilities, legal partners, and internal teams. The ideal candidate has prior medical office experience, thrives in a fast-paced environment, and is comfortable managing high volumes of documentation, scheduling, and correspondence.

Key Responsibilities:

Medical Coordination

• Manage complex medical scheduling with physician offices and surgical facilities
• Maintain consistent communication with providers and external partners

Records & Documentation

• Request, track, and organize patient medical records and legal record requests
• Maintain accurate and timely documentation for scheduling and billing support

Communication & Administration

• Answer and route incoming phone calls from patients and law offices
• Manage multiple departmental email inboxes (scheduling, administrative, general inquiries)
• Generate daily reports and assist with general office filing
• Ensure smooth daily office operations while leadership is frequently off-site

Billing & Cross-Functional Support

• Support billing operations by verifying information and coordinating with an external billing company
• Act as a liaison between administrative, clinical, and billing teams

Additional Support

• Occasionally assist with urgent delivery of medical equipment to local hospitals

Required Qualifications

• 1–2 years of experience in a medical office setting (administrative, front desk, or medical records)
• Strong proficiency with email management and multi-line phone systems
• Highly organized, detail-oriented, and proactive
• Ability to multitask and support multiple functions in a growing healthcare environment

Preferred Qualifications

• Medical billing experience or formal billing training
• Experience in Neurology, Orthopedics, or Cardiology
• Bilingual (Spanish) preferred but not required

Work Environment

• Fully onsite role in Scottsdale, AZ
• Fast-paced, collaborative healthcare setting
• Contract-to-hire opportunity with long-term potential

Company Description

John R. Wood Properties is the oldest real estate company in Southwest Florida, with over 62 years of experience in the industry and local market. Founded in 1958, the firm operates on a strong foundation of culture and family principles. Representing a trusted local brand, the company is part of global real estate networks, providing international exposure and facilitating significant sales volumes. With 18 offices across Southwest Florida and a team of over 600 agents and staff, John R. Wood Properties is a leader in the region.

Salary Range - $50,000 to $55,000

Position is located at our 5th Ave office.

Position Overview:

The Office Coordinator is a dynamic, front-line role dedicated to optimizing daily office operations, supporting real estate agents, and enhancing both internal processes and customer experiences. In this capacity, you will orchestrate resources, foster effective workflow, and drive adoption of critical real estate tools, serving as the connective hub for agents, customers, leadership, and the public. The role requires adept multitasking in a fast-paced environment, balancing both data-intensive and logistical responsibilities with exceptional professionalism.

Reporting Relationships: This position reports to the Managing Broker with dotted line reporting to our Admin office

Core Responsibilities: The responsibilities of this position include the following but not limited to:

• Transaction & Listing Management assistance:
Oversee agent files along with the MLS coordinator(s), ensuring seamless transaction progress and successful closings. Accurately enter and update listing/sale data in MLS and deal management systems; upload property photos and virtual tours as needed. Will work in tandem with other offices and Galleria to ensure timely file approval.
• Agent & Office Operations:
Coordinate new agent onboarding and departing agent offboarding with Galleria Administration, DBPR, and MLS/Associations. Lead monthly floor schedule planning, agent attendance, office meetings, and training sessions. Guide agents through the adoption of marketing, compliance, and transaction tools. This team member will be working directly with agents on training any and all JRW tools and services.
• Marketing & Administrative Assistance:
Support agents with marketing material production, mail distribution, and special project execution. Maintain and distribute office publications, ensuring all materials are current and relevant.
• Office Facilities & Supplies Administration:
Point of contact for facilities requests and service calls. Manage office supplies inventory, organize storage, and oversee maintenance for phones, copiers, and other office equipment.
• Financial & Communication Support:
Handle postage, copier tracking, and related monthly billing reports. Greet and support visitors and callers, maintaining a friendly, service-oriented environment.
• Space Management & Security:
Maintain conference rooms and public spaces, manage key access, and ensure opening/closing security processes are completed daily.

Key Qualifications:

• Advanced Microsoft Office Suite skills (Word, Excel, Outlook) with proficiency in real estate applications, digital marketing, and multimedia (photo/video) tools.
• Ability to rapidly learn new software, platforms, apps and internet-based systems.
• Familiarity with real estate industry concepts and office technology.
• Outstanding interpersonal and communication skills; comfortable interacting at all levels, both internally and with clients.
• Exemplary organizational skills, attention to detail, and polished personal presentation.
• Minimum high school diploma and 10+ years of relevant administrative experience; college degree preferred.

Performance Measures:

• Demonstrates swift, reliable competency in all assigned systems and workflows.
• Delivers timely, accurate, and high-quality support across operations.
• Provides constructive, solutions-oriented assistance to agents and staff.
• Promotes a positive, customer-first environment with measurable agent satisfaction.
• Resolves issues efficiently, collaborating proactively with the Managing Broker for rapid problem-solving.

Front Desk Medical Coordinator

Shrewsbury, NJ | Full-Time | 100% Onsite |

Pay Range: $20–$24 per hour

Schedule: Monday–Friday, 9:00 AM–5:00 PM

Start: ASAP

About the Role

I’m hiring a Front Desk Medical Coordinator for a well-established orthopedic spine specialty practice in Central New Jersey. This is a fully onsite, patient-facing role based primarily in Shrewsbury, with occasional support at a satellite office in Toms River (approximately three times per month). The locations are within reasonable driving distance of communities such as Wall Township, Point Pleasant Beach, Bay Head, and Spring Lake.

This opportunity is ideal for a medical front office professional who thrives in a structured clinical environment, enjoys interacting with patients, and takes pride in keeping daily operations running smoothly.

What You’ll Be Doing

This role serves as the operational hub of the practice and the first point of contact for patients. Responsibilities include:

• Opening and closing the office and supporting daily front desk operations
• Welcoming patients in person and over the phone with professionalism and empathy
• Scheduling appointments efficiently to support provider workflows and patient satisfaction
• Registering patients accurately and maintaining up-to-date demographic and account information
• Collecting patient payments and verifying financial details as needed
• Communicating patient arrival status to clinical staff and helping manage patient flow
• Assisting patients by answering questions and easing concerns during check-in
• Managing incoming and outgoing faxes and maintaining organized medical records
• Monitoring office supplies and coordinating replenishment before shortages occur
• Supporting providers at a nearby satellite office several times per month
• Following all HIPAA and OSHA standards and handling sensitive information with discretion
• Performing additional administrative duties as assigned

Required Qualifications:

• High School Diploma or GED
• At least two years of experience in a medical office setting
• Comfort working with electronic health records and practice management systems
• Strong organizational skills with excellent attention to detail
• Clear, professional written and verbal communication skills
• Confident, courteous phone presence
• Ability to multitask and prioritize in a busy clinical environment
• Proficiency with standard office equipment (fax, copier, scanner)
• Working knowledge of Microsoft Word, Excel, PowerPoint, and Teams in a Windows environment

Preferred (Not Required):

• Experience in orthopedics, spine, or another surgical specialty
• Spanish language fluency

Work Requirements

• This is an onsite role; remote work is not available

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our program provides employees with the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria

Equal Opportunity Employer/Veterans/Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to

The opportunity

Delaware North's Patina Group is hiring full-time and part-time Concessions Supervisor to join our team at Boston Hub Food Hall in Boston, Massachusetts. As a Concessions Supervisor, you will be responsible for leading team members to provide exceptional guest service. If you want to join a team that supports each other, works with purpose, and grows together, apply now.

Pay

Information on our comprehensive benefits package can be found at we offer

We care about our team member's personal and professional well-being. Delaware North provides a benefits package designed to give you the comfort, safety, and security you need to deliver exceptional experiences for our guests. All team members receive benefits including:

• Weekly pay
• Training and development opportunities
• Employee discounts
• Flexible work schedules

Eligible team members may also receive: health, dental, and vision insurance, 401(k) with company match, paid vacation days and holidays, paid parental bonding leave, employee assistance program, and tuition and/or professional certification reimbursement.

What will you do?

• Assign duties to scheduled team members and assist with training
• Investigate and resolve complaints regarding food quality, service, or accommodations
• Manage labor and profit loss
• Ensure proper cash handling and tip record-keeping for the shift
• Assist guests, stock shelves, count inventory, and perform cashier duties when necessary

More about you

• Experience working in a restaurant required
• Minimum of 2 years' of supervisory experience preferred
• Must be able to implement rules and direct employees
• Ability to anticipate and fulfill guest needs while thriving in a fast-paced environment
• No college degree required

Physical requirements

• Constant standing, walking, bending, reaching, and repetitive motions
• Ability to lift stock up to 50 pounds occasionally
• May be required to work outdoors or in variable temperatures depending on the season

Shift details

Days
Evenings
Holidays
Weekends
8hr shift
10hr shift
OT as needed
Events

Who we are

Delaware North is a leader in food service management, operating some of the busiest and most famous kitchens in the world. This is no exception when it comes to serving up exquisite cuisines and unforgettable dining experiences in the Boston Hub area including locations such as Banners Kitchen & Tap, Momosan, and the Boston Hub Food Hall.

Our business is all about people, and that includes you. At Delaware North, you're not just part of a team — you're part of a global legacy: a family-owned company with 100+ years of history behind it. Our operations span the world, offering you unique paths to growth and success.

Who says you can't love where you work? With jobs in iconic sports arenas, stunning national parks, exciting casinos, and more, we pride ourselves on giving the world great times in great places. And whether you're interested in restaurants, hotels, sports, gaming, operations, or retail, part-time or full-time, we're invested in helping you achieve your career goals.

Together, we're shaping the future of hospitality — come grow with us!

Delaware North, along with its subsidiaries, is an equal opportunity employer, showcasing job opportunities and considering applicants for all positions without regard to race, color, religion, sex, gender identity, national origin, age, disability, protected veteran status, sexual orientation, or any other legally protected status.

We are a boutique law Firm in Newport Beach with a team of 9. We primarily handle law that affects children and their families—Estate Planning, Probate, Trust Administration, Conservatorships, and Wills, Trusts, and Litigation. 

We have a highly respected Firm and a reputation for really caring about clients. We are looking for an experienced Front Desk Office Manager and Administrative Assistant who is able to interact well with people, can multitask, and is organized.

This position is an integral member of our team who takes control of the front-end client experience by being the first point of contact with the firm, providing general administrative support, and helping us communicate effectively with clients and potential new clients. Ideally, you will have experience as an Office Administrator, Receptionist, Secretary, or Legal Assistant in a law firm, but we are willing to train the right service-minded office professional.

If the following describes you, then YOU may be the team member we are looking for:

We are seeking a highly organized and professional Front Desk Office Manager and Administrative Assistant to work full-time and join our team. The ideal candidate will be organized with problem-solving and analytical data skills.

• You believe it’s important to greet all potential and existing clients with a warm, friendly welcome
• You answer the phone with a smile
• You are skilled at communicating with people on the phone, in person, and by email
• You are a relationship-builder who is comfortable interacting with different types of personalities and all levels of authority, especially individuals in emotional need
• You see an opportunity for organization where others see a mess
• You are eager to learn new tasks and computer systems
• You value doing it right the first time, so you proofread your work and double-check details
• You know what happens in the office, stays in the office
• You genuinely care about clients and want to deliver an experience that turns them into raving fans

If you fit the role for this key position, please send a cover letter and your resume.

$20 - $26 hourly

Duties and Responsibilities

• Front desk receptionist answering phones and transferring calls to the appropriate staff.
• Greet potential new clients and prepare their consult folder for their meeting with the attorney.
• Track and manage client engagement and organize client folders.
• Coordinate and manage client communications and scheduling of meetings with attorneys.
• Maintain data and notes in CRM and legal software.
• Track, manage, and organize office supplies.
• Maintain an organized office environment.
• Provide timely and effective communication to clients regarding trust replenishments.
• Assist with payments to third-party vendors.

About your technical skills:

• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks.
• Excellent problem-solving and analytical skills.
• Excellent communication skills (written and verbal).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Comfortable with technology, with an ability to adapt and learn new technology as needed.
• Strong work ethic.

We are a collaborative team of professionals. We work hard, and we play together too! It's a friendly office where we trust each other and value a work-life balance. We support personal and career development and also have quarterly team-building events.

Your experience and/or desire to work in the areas of Estate Planning, Special Needs Planning, Trust Administration, and Probate will add value to our team. We leverage technology and are looking for someone who is comfortable with Microsoft Office and various legal programs. You will have a strong work ethic, be highly organized, and have exceptional client relationship skills.

Compensation details: 20-26 Hourly Wage

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Position Summary:

The Senior Executive Assistant (EA), C Suite & Office Operations Manager provides high level executive support to multiple C Suite leaders while overseeing the daily operations of AdaptHealth’s NYC Executive Office. This role blends advanced administrative leadership with operational management, ensuring the executive workplace functions efficiently, professionally, and in alignment with organizational priorities. The EA serves as a central coordination point for executive needs, office logistics, vendor relationships, and cross functional communication. Operating in a fast paced, high visibility environment, this position requires exceptional judgment, proactive problem solving, and the ability to manage complex priorities with discretion. This role is fully in person in the NYC Executive Office and reports to the Senior Executive Assistant, CEO Office.

Essential Functions and Job Responsibilities: 

Executive Support

• Lead complex calendar and priority management across multiple C Suite executives, ensuring alignment, efficiency, and readiness for all commitments.
• Act as the primary liaison for internal and external inquiries, exercising exceptional professionalism, confidentiality, and judgment.
• Prepare, refine, and organize briefing documents, executive summaries, presentations, and strategic materials.
• Proactively anticipate needs, resolve scheduling challenges, and ensure executives are equipped with the necessary information and resources.
• Maintain organized executive files and workflows to support seamless operations.

Office Operations Management

• Oversee day to day operations of the NYC Executive Office, ensuring a professional, efficient, and well supported workspace. 
• Manage vendor relationships—including facilities, IT support, building management, catering, and office services—and ensure quality execution of service agreements. 
• Maintain office supply inventory, oversee procurement, and manage budget-conscious purchasing decisions. 
• Serve as the on site operational lead, coordinating timely solutions to office, facility, or workspace issues. 
• Oversee logistics for onsite visitors, new hires, and traveling executives, ensuring workspace readiness and a positive guest experience. 
• Support compliance with facility and security requirements, including access coordination and building protocols.

Collaboration & Communication

• Serve as a key liaison between C Suite executives, internal teams, board members, and external partners, ensuring accurate and timely communication of priorities. 
• Draft and route correspondence, manage follow ups, and maintain alignment across executive stakeholders. 
• Partner closely with the Senior Executive Assistant and broader EA team to ensure integrated and consistent support across the C Suite.

Meeting & Event Coordination

• Coordinate leadership and cross functional meetings, including agenda creation, material preparation, minutes capture, and action item tracking. 
• Organize and support NYC-based executive events, leadership sessions, and onsite programming. 
• Assist with board meeting preparation, including materials, logistics, and scheduling.

Travel & Expense Management

• Arrange domestic and international travel—including flights, accommodations, ground transportation, and detailed itineraries—for multiple C Suite leaders. 
• Ensure timely and compliant submission, reconciliation, and tracking of executive expenses.

Project Support

• Support special projects through research, data collection, analysis, and report preparation. 
• Track milestones, deadlines, and project deliverables to ensure timely progress and follow through. 
• Maintain adherence to regulatory and privacy requirements, including HIPAA compliance.
• Maintains patient confidentiality and functions within the guidelines of HIPAA.
• Completes assigned compliance training and other education programs as required.
• Maintains compliance with AdaptHealth's Compliance Program.
• Performs other related duties as assigned.

Competency, Skills and Abilities: 

• Exceptional organizational and time management skills
• Strong written/verbal communication; proficiency in Microsoft Office Suite
• High discretion, multitasking under pressure, analytical problem-solving
• Proactive, adaptable in fast-paced settings
• Leadership-oriented, resourceful and capable of navigating ambiguity
• Results-driven, committed to continuous improvement

Education and Experience Requirements: 

• Bachelor's degree in Business Administration, Communications, or related field preferred
• Minimum 5 years executive assistant experience, preferably healthcare/corporate

Physical Demands and Work Environment: 

• Work environment may be stressful at times, as overall office activities and work levels fluctuate
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time
• Subject to long periods of sitting and exposure to computer screen
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use
• Must be able to lift 30 pounds as needed
• Excellent ability to communicate both verbally and in writing
• May be exposed to angry or irate customers or patients

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Our client, a mission-driven foundation, is seeking a Part-Time Office Services Coordinator serves as the face of the foundation and plays a vital role in ensuring the office operates smoothly and efficiently. This individual will manage front desk responsibilities, support daily office operations, and help foster a warm, organized, and uplifting workplace environment. This role is ideal for a proactive self-starter who takes pride in creating positive experiences for others and thrives in a mission-driven setting.The schedule for this role would be onsite Monday through Wednesday. While some Mondays may not be required, depending on office needs.

**Please note this is a part-time, onsite, 4-month contract role based in Oakland, CA. Pay will be $40/hr.**

Key Responsibilities:

• Serve as the first point of contact for external partners, staff, board members, vendors, and guests
• Greet visitors with professionalism and warmth
• Answer and route incoming calls
• Manage deliveries, mail distribution, and visitor coordination
• Ensure the office is clean, organized, and fully stocked with supplies
• Maintain inventory of office and kitchen supplies and place orders as needed
• Coordinate with vendors and building management when necessary
• Support general administrative and organizational tasks
• Host and support in-office meetings and events (set-up, coordination, hospitality)
• Prepare meeting spaces and ensure technology and materials are ready
• Help create a welcoming and inclusive office atmosphere
• Partner with the IT team to support basic office technology needs
• Assist with onboarding logistics (workspace setup, materials, coordination)
• Flag and escalate facilities or tech issues as needed

Qualifications

• 3+ years of experience in office coordination, reception, workplace experience, or similar role preferred
• Strong organizational and multitasking skills
• Professional communication skills, both written and verbal
• Tech-savvy and comfortable coordinating with IT support
• A self-starter who takes initiative and ownership
• Positive, professional, and uplifting presence
• Detail-oriented and highly reliable
• Service-minded with a strong sense of hospitality
• Experience supporting office events is a plus

Please submit your resume for immediate consideration!

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting /home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

City of Kirkland

$31.61 - $37.18 Hourly

Kirkland, WA

Full-Time

202100753

Fire - Emergency Management

03/09/2026

Non-Exempt

AFSCME

The City of Kirkland's Office of Emergency Management is seeking to hire a Temporary Office Specialist!
Note: This position is classified as temporary and is currently funded through 12/31/2026.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of reliable childcare, the City of Kirkland has agreements with two local childcare providers that offer discounted rates for our employees at 10 locations within 20 miles of Kirkland. Learn more!

Training and Career Development: The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

Job Summary

The role of the Office Specialist is to perform a broad range of skilled administrative tasks that support the effective office operations of the department with an emphasis on quality customer service.

Distinguishing Characteristics: The work of the Office Specialist is unique in that it provides administrative support including office management, office operation, customer care, and quality administrative service to multiple departments ensuring the City and organization operate smoothly and efficiently. The Office Specialist performs a variety of standard/intermediate office support duties while the Administrative Assistant performs complex, specialized, technical, and non-standard office support. This position can be held in a variety of departments and divisions with specific focus areas.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Assists the public in person and via phone or online inquiry.
• Sorts and distributes incoming and outgoing mail and coordinates deliveries and pickups.
• Arranges and coordinates registration and payment for trainings and conferences for staff, including travel and/or accommodations.
• Assists with training staff on various computer software systems.
• Prepares for and supports meetings for City staff, boards, commissions, and committees by scheduling and confirming attendance; preparing in-person and virtual meeting spaces and materials and setting up refreshments; assembling and distributing packets; attending meetings; and recording and producing accurate minutes.
• Maintains and organizes department supply cabinets and materials for internal and external customers.
• Provides administrative support to staff in creating and updating webpages.
• Assists with data collection, tracking, analysis, and reports. May include inventory, labor hours, equipment usage and materials used.
• Processes and disseminates confidential records and information in compliance with public disclosure laws and Department rules and regulations. May serve as a records management representative for department.
• Proofs, edits and types a variety of documents for the department managers and staff.
• Performs research projects for senior staff members.
• Creates and maintains file systems, ensuring required files, forms, correspondence, and other documents are appropriately filed and available.
• Provides administrative support for various accounts payable and purchasing tasks. Prepares and enters purchase requisitions utilizing City's financial system; assures proper approvals and coding; verifies packing slips with invoices and routes approved invoices to Accounts Payable for payment; maintains files for orders and payments made. Processes purchase orders and invoices, accounts for purchasing credit cards within the department, and is responsible for cash/check handling, customer billing, and refunds.
• Develops office procedures and routines, as necessary.
• May act as passport application acceptance agent, which includes reviewing and processing applications for compliance with U.S. State Department requirements, and providing extensive informational services related to all facets of passports.
• May serve as notary public, notarizing City documents.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

• Performs functions as assigned in the City's emergency response plan in the event of an emergency.
• Provides back-up and performs duties in the absence of other administrative staff.
• May participate in support personnel hiring and training.
• Performs other related duties as required to ensure efficient office operations.
• Acts as liaison between the departments to ensure efficient coordination of activities.

• Knowledge of general office administration procedures, concepts, and automation applications.
• Knowledge of basic filing and Recordkeeping practices.
• Knowledge of written business communication/report-writing techniques.
• Knowledge of database management.
• Knowledge of basic mathematical computations.
• Skilled in customer service and public relations in person or on the phone.
• Skilled in problem solving, organization and planning.
• Skilled in attention to detail and accuracy.
• Skilled in using office equipment such as phones, copiers, fax machines and multi-line telephones.
• Skilled in using computers and related software applications, including word processors, spreadsheets, databases and specialized software and applications (document retention, permit tracking and/or inventory tracking).
• Skilled in effectively communicating, both orally and in writing.
• Ability to obtain a basic knowledge of Department standards and procedures.
• Ability to work cooperatively and effectively with all levels in the organization, outside consultants/vendors, other agencies and the general public.
• Ability to use independent and discretionary judgment effectively.
• Ability to assess and prioritize multiple priorities.

Minimum Qualifications:

• Education: High school graduate or GED.
• Experience: 2 years of increasingly responsible administrative experience.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

• Experience related to the department or focus area may be preferred.
• Possess or ability to obtain Washington Notary Public license within 6 months of hire if needed, paid by the City.
• Passport acceptance agents must be U.S. Citizens and certified by the U.S. Department of State.

Physical Demands and Working Environment:
Performs work in an office environment. Prolonged periods of sitting and computer keyboard entry is a routine part of this job. Must be able to work at a copier for long periods of time. Must be able to lift up to 35 pounds.

Selection Process

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call or Telecommunications Device for the Deaf 711.

Prestigious global AmLaw 100 firm is seeking an Office Coordinator/ Legal Assistant to be responsible for the daily execution of firm policies and procedures as well as providing administrative support to two trial attorneys.

ESSENTIAL FUNCTIONS

• Supervises work of non-attorney personnel and allocates overflow of work; schedules temporary coverage in accordance with office policies; determines staffing needs; maintains time and attendance records.
• Supports the performance review process by providing employee performance feedback, as appropriate, and sources evaluation forms for the Office Managing Partner.
• Coordinates hiring, employee relations, and termination of non-attorney personnel with the affected attorneys and the firm-wide Human Resources department.
• Provides orientation for new attorney and staff personnel by collecting their personnel and accounting forms; instructing on office facilities, equipment and procedures; scheduling computer training by firm-wide training staff; explaining benefit plans; obtaining office supplies; obtains the office pass, lobby listing, etc., from building management.
• Coordinates training sessions with outside vendors such as Lexis and Westlaw.
• Maintains appropriate levels of office supplies consistent with firm purchasing practices.
• Ensures the operation and maintenance of all office equipment including printers, copiers, and fax machines, is consistent with firm practices and vendor agreements.
• Assists the IS department with local IS issues.
• Where appropriate, and consistent with firm contracts, interacts with third party vendors for copier, supply, fax machine, food vendor and cleaning service issues.
• Interacts with building management for maintenance and other ordinary course issues.
• Assists as needed with office planning, construction, and related projects.
• Provides legal assistant support to two trial attorneys, including managing calendars, coordinating depositions and trial schedules, preparing and formatting pleadings and correspondence, organizing case files, e-filing documents, and facilitating trial preparation.
• Coordinates video conferences, meetings, and office-wide administrative functions; assists with office planning and special projects.
• Performs additional duties as needed to support attorneys and ensure efficient office operations.

QUALIFICATIONS

Education: High School Diploma required. Associate's degree preferred.

Experience: Minimum five years of applicable experience.

Job Title: Executive Assistant & Office Coordinator (Bilingual – English/Spanish)

Location: North Miami, FL (Fully In-Office)

Schedule: Monday – Friday, 8:30 AM – 5:00 PM

Salary: Up to $56,000 annually (based on experience)

Employment Type: Full-Time

We are seeking a highly organized, tech-savvy, and dependable Executive Assistant & Office Coordinator to support two members of our executive leadership team. This role is based in our administrative office and will serve as the central administrative and front-office support for executive leadership and staff.

This is an excellent opportunity for a motivated professional with some experience who is looking to grow their career in executive-level support within a collaborative, mission-driven organization.

The ideal candidate is proactive, detail-oriented, bilingual (English/Spanish), professional, and comfortable managing multiple responsibilities in a fast-paced office environment.

Company Description

Akeso Community Health is a community-centered healthcare organization serving North Miami and adjacent areas. We are dedicated to providing inclusive, affirming, and accessible care, particularly for the LGBTQIA+ community, including transgender and gender-diverse individuals. Our services include free STI testing and treatment, comprehensive primary care, HIV care, prevention, and PrEP services, all offered within a patient-centered care model. Committed to health equity, we prioritize dignity, confidentiality, and trust while promoting wellness, prevention, and ongoing support for underserved and marginalized populations.

Executive Support

• Manage and maintain calendars for two executives, including scheduling and prioritizing meetings
• Coordinate internal and external meetings, including board and committee meetings
• Draft meeting agendas and prepare supporting materials
• Take meeting notes and track follow-up action items
• Prepare reports, spreadsheets, presentations, and executive correspondence
• Assist with special projects and administrative initiatives as assigned

Front Office & Guest Support

• Serve as the primary point of contact for admin office, greeting visitors and directing guests appropriately
• Answer and route incoming calls and general inquiries
• Maintain a professional and welcoming reception area

Office Coordination

• Help maintain a clean, organized, and professional office environment
• Monitor and replenish office and kitchen supplies as needed
• Coordinate hospitality for meetings (coffee, water, light refreshments) for executives, staff, and guests
• Organize and maintain digital filing systems (Google Drive and shared folders)
• Run occasional local errands as needed
• Support general office operations and vendor coordination when necessary
  

• 2+ years of experience in an administrative or executive assistant role
• Fluency in both English and Spanish (written and verbal)
• Advanced computer proficiency and strong technical aptitude
• Strong working knowledge of Google Workspace (Google Sheets, Docs, Gmail, Calendar, Drive, Keep)
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Professional, polished, and presentable demeanor
• Friendly, outgoing, and customer-service oriented with strong interpersonal skills
• Well-spoken with excellent verbal communication skills
• Reliable transportation
• Dependable, punctual, and professional demeanor
• Ability to handle confidential information with discretion
  

• Experience in nonprofit organizations
• Experience supporting board meetings and preparing meeting agendas
• Canva experience for basic design and presentation materials
• Experience with CRM systems (Salesforce or similar platforms a plus)
• Project coordination experience
  

• Health, Dental, and Vision Insurance
• 401(k) with company match
• Paid Time Off (PTO)
• Paid Sick Leave
• Paid Holidays
• Life Insurance
• Pet Insurance

We are seeking a professional who is eager to grow, take initiative, and become a trusted support partner to executive leadership while helping maintain a well-organized and welcoming office environment.

If you are organized, driven, bilingual, and ready to contribute in a collaborative in-office setting, we encourage you to apply.

Marketing & Office Coordinator

Engel & Völkers Gainesville

Gainesville, Florida | In Person

Engel & Völkers Gainesville is seeking a highly organized and service oriented Marketing & Office Coordinator to support the daily operations and marketing needs of our brokerage.

This role plays an important part in maintaining a professional, efficient, and welcoming office environment while supporting real estate advisors with marketing coordination, technology support, and administrative tasks. The position requires someone who is proactive, dependable, and comfortable working in a fast paced office setting.

The ideal candidate is organized, detail oriented, and capable of handling a variety of responsibilities while delivering excellent customer service to advisors, clients, and visitors.

This is a full time, in office role based in Gainesville, Florida.

Help ensure the brokerage operates smoothly by supporting daily office activities.

• Maintain a professional and organized office environment
• Serve as a welcoming point of contact for advisors, clients, and visitors
• Assist with scheduling, office coordination, and day to day operational tasks
• Help support leadership with administrative and executive assistant type tasks when needed
• Coordinate office supplies, materials, and organization

Assist advisors with general marketing needs and brokerage marketing initiatives.

• Help implement marketing initiatives that support advisors and property listings
• Assist with preparing and coordinating marketing materials using Engel & Völkers marketing platforms and templates
• Ensure brand consistency across marketing materials
• Help coordinate marketing for listings, brokerage events, and office initiatives

Provide assistance with marketing tools and office systems used by the brokerage.

• Assist advisors with marketing platforms and brokerage systems
• Utilize Google Workspace including Docs, Sheets, and Drive for organization and communication
• Help maintain organized digital files and marketing materials

Provide exceptional service to advisors and clients.

• Serve as a resource for advisors who need marketing or operational assistance
• Support client facing interactions when needed
• Help maintain a high level of professionalism and service within the office

• Experience working in an office environment
• Strong organizational and multitasking abilities
• Excellent communication and customer service skills
• Proficiency with Google Workspace including Docs, Sheets, and Drive
• Ability to learn new systems and technology platforms
• Ability to take initiative and work independently
• Professional and dependable work style
• Ability to work effectively in a collaborative in office environment

• Background in marketing, communications, or administrative support
• Experience with social media platforms
• Familiarity with Canva or similar marketing tools
• Familiarity with the real estate industry or brokerage environments

• Self motivated and proactive
• Highly organized and detail oriented
• Strong customer service mindset
• Positive and collaborative team player
• Quick learner who adapts easily to new systems
• Professional and dependable

Location: Gainesville, Florida

Work Environment: In office

Employment Type: Full time

Key Responsibilities

Administrative Support & Executive Hospitality

• Provide high-touch administrative assistance to the leadership team, including calendar management, travel logistics and lunch ordering
• Ensure all conference rooms are "meeting-ready" (technology tested and refreshments stocked) before every scheduled session. Act as a core member of the planning committee for the Annual Operations Conference, assisting with logistics, venue coordination, and attendee materials
• Manage relationships with building management and third-party service providers (cleaning crews, plant maintenance, shredding services) to ensure the physical office reflects the firm’s professional standards
• Serve as a coordination point for scheduling meetings with tenants and property vendors; assist the team in tracking and organizing Estoppels during due diligence or reporting cycles
• Serve as a key administrative user for the Visit work order system, pulling requested reports and ensuring data integrity

Vendor & Financial Coordination

• Reconcile monthly office spend (Costco, DoorDash, Amazon, etc.) and submit detailed expense reports to Accounting in a timely manner. Additionally, assist leadership team in coding invoices and expenses for them and their teams
• Periodically review vendor pricing and inventory waste to ensure the office is running as cost-effectively as possible without sacrificing quality

Workplace Experience & Onboarding

• Manage the physical logistics of onboarding, ensuring new team members arrive to a fully equipped workspace with all necessary supplies and "Day 1" essentials.
• Assist in the planning and execution of office events and seasonal functions, managing everything from budget tracking to on-site setup
• Develop and maintain a "Playbook" for office operations, including specific guides for ordering schedules, vendor contacts, and office closing procedures

Office Operations & Kitchen Management

• Maintain a fully stocked, organized, and curated kitchen environment. This includes daily monitoring of inventory levels for snacks, and beverages
• Manage recurring Costco runs (and other online orders) to ensure the office never runs out of essentials, balancing bulk cost-savings with office storage capacity
• Conduct regular "sweeps" of common areas—including the kitchen, lounge, and conference rooms—to ensure they remain pristine, clutter-free, and always ready for internal and external meetings at a moment's notice
• Ensure all kitchen appliances (coffee makers, refrigerators, microwaves) are clean and in good working order, coordinating repairs immediately when necessary

Qualifications

• 3+ years of experience in office administration, executive support, or similar role
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Professional demeanor with strong interpersonal skills
• High level of discretion and confidentiality
• Proficiency in Microsoft Office (Outlook, Excel, Word) and Google Workspace

Omninet Capital, LLC is an Equal Opportunity Employer and is committed to maintaining a workplace free from discrimination and harassment. We recruit, employ, train, compensate, and promote without regard to race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, marital status, veteran or military status, or any other status protected by applicable federal, state, or local laws.

All employment decisions are based on qualifications, merit, and business needs. Omninet complies with all applicable state and local fair employment practices laws, including the California Fair Employment and Housing Act (FEHA).

Job Opportunity – Office Administrator & Executive Support Coordinator

Location: Beverly Hills, CA (onsite 5 days/week)

Compensation: $65K–$75K base (DOE) + benefits

We are partnering with a highly regarded, Los Angeles-based real estate investment and development firm focused on residential and commercial assets across California. The team is seeking a thoughtful, service-minded Office Administrator & Executive Support Coordinator to serve as the front-facing anchor of their Beverly Hills office.

This is a highly visible role sitting at reception and interacting daily with principals, investors, tenants, and vendors. The ideal candidate is warm, grounded, detail-oriented, and takes pride in creating a welcoming, organized, and well-run office environment. This is a great opportunity to join a fast-paced, entrepreneurial team where you can contribute meaningfully across office operations and executive support, gain exposure to the business, and grow over time as the firm continues to expand. The team values humility, collaboration, and a true client-service approach.

Key Responsibilities

• Serve as the first point of contact for all visitors, tenants, and incoming calls

• Create a warm, professional, and highly organized front-of-office experience

• Manage conference room scheduling, guest flow, and overall office presentation

• Oversee day-to-day office operations, supplies, and vendor coordination

• Liaise with building management, IT, and service vendors to ensure seamless operations

• Maintain a clean, well-functioning, and organized office environment

• Coordinate calendars, meetings, and internal scheduling

• Assist with travel booking and itineraries for team members as needed

• Support light accounting tasks such as basic AP processing, invoices, and vendor coordination (training provided)

• Help coordinate team events, client gatherings, and occasional outings

• Contribute to a positive, down-to-earth, team-oriented culture

Ideal Background

• 3–5 years of professional work experience in a receptionist, office administrator, office manager, or administrative support role

• Experience in real estate, finance, professional services, or a corporate office environment preferred

• Strong interpersonal skills and sound judgment

• Highly organized with excellent follow-through

• Comfortable wearing multiple hats and stepping in where needed

• Exposure to AP or basic accounting support is a plus

• Positive, collaborative, and service-minded mindset

The Right Fit

This role is ideal for someone who is:

• Warm, kind, and professional

• Calm under pressure and solutions-oriented

• Detail-oriented and proactive

• A true team player who takes pride in supporting others

• Excited to grow with a dynamic real estate investment team

The Office Manager/HR Generalist is an in-office role supporting a commercial construction company of approximately 30 employees. This position oversees day-to-day office operations and coordinates key HR, recruiting, and bookkeeping processes to support project teams and a positive, high-performance workplace. 

We are seeking an experienced, detail-oriented professional with strong discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. Experience in construction or a similarly dynamic field environment is strongly preferred. 

Key Responsibilities: 

Human Resources & Employee Administration: 

• Coordinate and submit weekly payroll information and complete related internal postings/reconciliations in accordance with established processes and applicable laws. 
• Track employee benefits eligibility and enrollment changes; coordinate benefits administration and annual renewals with broker/benefits providers. 
• Coordinate 401(k) contributions and administration with plan/provider partners (as assigned). 
• Coordinate workers’ compensation administration, reporting, and payments with carrier/third-party partners. 
• Coordinate performance review schedules (90-day, 6-month, annual) and maintain related documentation in accordance with company policy and applicable law. 
• Maintain accurate employee records, including performance documentation, in a confidential manner. 
• Support periodic updates to the Employee Handbook and company policies in coordination with leadership and external HR/legal resources, as applicable. 

Recruiting & Employee Onboarding/Offboarding: 

• Post open positions on approved platforms; support recruiting logistics and candidate communications. 
• Screen applicants against role requirements and coordinate interviews with hiring managers and leadership. 
• Support onboarding logistics for new hires, including workspace setup, system access, and equipment coordination. 
• Coordinate offboarding logistics, including company property return and completion of established offboarding steps. 

Office Environment & Operations:

• Maintain a clean, organized, professional, and welcoming office environment. 
• Manage office supply inventory and purchasing within established guidelines. 
• Proactively identify and address office operational needs to reduce friction for staff. 
• Maintain records for company vehicles, registrations, and related documentation. 
• Track and coordinate office/field equipment inventory (e.g., computers, devices) and related assignments. 
• Coordinate required city/state business licenses and renewals. 
• Track employee safety training/certifications and coordinate scheduling/renewals as needed. 
• Coordinate monthly office safety meetings and maintain related documentation. 

Bookkeeping & Administrative Accounting Support: 

• Prepare and coordinate bank deposits and supporting documentation. 
• Reconcile and post monthly credit card transactions in accordance with established procedures. 
• Coordinate annual 1099 preparation and issuance with accounting/tax partners. 
• Oversee vendor setup and compliance documentation in coordination with the compliance/accounting function. 

Qualifications & Experience: 

• Associate or bachelor’s degree in HR, Business Administration, Accounting, or related field preferred; equivalent experience considered. 
• 5+ years of experience in office management, HR operations, recruiting, or similar role strongly preferred. 
• Experience processing payroll, benefits administration, recruiting coordination, and basic bookkeeping processes. 
• Systems-oriented and process-driven; able to maintain confidentiality and handle sensitive information with discretion. 
• Strong organizational skills, attention to detail, and ability to prioritize and meet deadlines. 
• This role is primarily office-based and requires regular on-site presence. 
• Employment is contingent on successful completion of a background check consistent with applicable law. 

Compensation and Benefits: 

• Salary: Salary range of $80,000 – $105,000, depending on experience, qualifications, and internal equity.
• Paid Time Off: PTO and paid holidays. 
• Retirement: 401(k) plan with a company match (currently up to 4%), subject to plan terms and eligibility. 
• Health & Insurance: Medical and vision plan options at varying employee cost. Dental, accident, and life insurance is offered at a discounted rate. 
• Bonus: Employees may be eligible for an annual performance bonus after one year of employment; bonus eligibility and amounts, if any, are not guaranteed and are determined based on individual and company performance and company discretion. 
• Hours: 7:00 am to 4:00 pm. 

Equal Opportunity & Accommodations:

We are an equal opportunity employer and do not discriminate on the basis of any protected status. Reasonable accommodations are available for qualified individuals with disabilities during the hiring process. 

Company Description

Fraire Realty Group proudly serves major markets across Texas, specializing in the acquisition, disposition, and sale of single‑family residential lots to home builders. Our team works closely with leading public and private builders, leveraging strong industry relationships to support new construction and community development throughout the state.

Role Description

This is a full‑time, on‑site Office Administrative Assistant role based in San Antonio, TX. This position supports the daily operations of the office by performing routine administrative tasks, assisting team members, and maintaining an organized, efficient work environment. In addition to standard office responsibilities, this role provides support for real estate activities, including preparing documents, coordinating with clients, and helping track property‑related information. Responsibilities include managing schedules, handling inquiries, maintaining accurate records, and communicating with clients, builders, and internal staff. The role also includes assisting with social media management, creating and posting content, and helping maintain a consistent online presence for the company. This position involves completing everyday office duties and providing general support wherever needed. We are looking for someone with prior administrative experience—ideally in a real estate or fast‑paced business setting—who is comfortable with standard office tasks and committed to keeping the office running smoothly.

Base Pay:

$15-$20/hr

Please complete the following DISC Test and send the results along with your resume to and (Copy and Paste to URL):

QUALIFICATIONS & REQUIREMENTS

Required Qualifications

• Prior experience working in a real estate office or brokerage
• Strong interest in real estate, land, or new‑construction operations
• Proven administrative or office support experience in a fast‑paced environment
• Willing to assist with social media management, content creation, or posting for a business or brand
• Excellent verbal and written communication skills
• Strong organizational abilities with the capacity to manage multiple tasks and deadlines
• Proficiency with standard office software (email, calendars, spreadsheets, document creation)
• Ability to maintain accurate records and handle confidential information responsibly
• Reliable, punctual, and comfortable working full‑time on‑site
• High attention to detail and commitment to completing tasks correctly the first time

Preferred Qualifications

• Experience supporting agents, brokers, or transaction‑related workflows
• Familiarity with real estate terminology, documents, or processes (e.g., listings, contracts, property files)
• Comfort communicating with clients, builders, and internal team members
• Experience using social media platforms for business purposes (e.g., Instagram, Facebook, LinkedIn)
• Ability to learn new software, real estate tools, or social media tools quickly
• Experience in a small business or entrepreneurial office setting

General Requirements

• Willingness to perform daily office duties such as filing, scanning, organizing, answering phones, and assisting team members
• Ability to assist with social media tasks, including drafting posts, scheduling content, and maintaining a consistent online presence
• Positive, professional attitude with a willingness to help wherever needed
• Ability to work independently while also being a supportive team player
• Strong problem‑solving skills and a proactive approach to keeping the office running smoothly