Administrative Assistant

Belcan Corporation; Alameda (CA); On-site; USD 44,000 - 50,000; Full time

Job summary

Belcan Corporation in Alameda, CA seeks an Administrative Assistant to join the front desk operations. You will provide comprehensive administrative support, greet visitors, handle mail, coordinate room bookings, and assist with corporate events.

This role demands organization, attention to detail, and the ability to perform under deadlines. The ideal candidate has 5-7 years of relevant experience, strong MS Office skills, a customer-service mindset, and adaptability in a fast-paced environment.

Qualifications

• High school diploma or GED required.
• 5–7 years of direct experience in administrative support and/or customer service.
• Customer-focused attitude and professional demeanor.
• Comfortable learning and using new tools to streamline administrative functions.
• Resourceful and proactive when issues arise.
• Strong knowledge of Microsoft Office—Outlook, Excel, Word, PowerPoint.

Responsibilities

• Provide comprehensive administrative support to the team.
• Staff the front desk: greet visitors, process check-ins, answer or route calls, sort mail.
• Uphold office security by monitoring lobby activity and issuing badges.
• Coordinate conference room logistics and post-meeting cleanup.
• Support planning and teardown of social hours and company events.
• Manage meeting room schedules and bookings.
• Coordinate group tours of company facilities.
• Inspect rooms and common areas for cleanliness and supplies.
• Manage inventory and restocking of office and breakroom supplies.
• Maintain printers and canteen appliances.
• Assist with administrative financial accounts and invoices.
• Support housing program logistics, reservations, and cleaning schedules.
• Serve as liaison to office vendors to ensure timely service.

Skills

Administrative support

Customer service

MS Office

Front desk

Education

High school diploma or GED

Tools

Outlook

Excel

Word

PowerPoint

Job description

Description: Job Title: Administrative Assistant
Location: Alameda, CA
Zip Code: 94501
Start Date: ASAP
Job Type: Contract-to-hire
Pay Rate: $32 - 36/hr DoE
Schedule: Monday - Friday (8am-5pm)
Keywords: #administrativeassistant #frontdesk #receptionist #MSOffice

We are seeking a highly skilled and experienced Administrative Assistant work at the front desk at our client's office in Alameda, CA. In this role, you will effectively manage multiple tasks, ranging from routine administrative duties to more complex responsibilities. We are looking for someone who is exceptionally organized, detail-oriented, personable, and adaptable. The successful candidate will exhibit patience, professionalism, and the ability to consistently produce high-quality work under tight deadlines in a fast-paced environment.

JOB RESPONSIBILITIES:

• Provide comprehensive administrative support to the team, including timely and effective response to employee inquiries and requests.
• Staff the front desk: greet and assist visitors, process check-ins per visitor policy, and answer or route calls, receive, sort, and distribute incoming mail and deliveries.
• Uphold office security protocols by monitoring lobby activity, controlling access to facilities, and issuing access badges.
• Coordinate conference room logistics, including room setup, catering orders, and post-meeting cleanup.
• Support the planning, setup, and teardown of social hours and company events (e.g., weekly lunch program), as well as annual corporate events (picnic and anniversary).
• Assist in management of meeting room schedules, including booking, cancellation, and adjustments.
• Assist with coordination of group tours of company facilities.
• Conduct weekly inspections of conference rooms, breakrooms, workrooms, and common areas to ensure cleanliness and adequate supplies.
• Manage inventory, ordering, and restocking of office, canteen, and breakroom supplies (both consumable and non-consumable).
• Maintain canteen appliances and office printers.
• Assist in the administration and oversight of administrative financial accounts, including the review and approval of invoices.
• Provide administrative support for the corporate housing program, including issuing reservation confirmations, scheduling cleanings, and managing supply inventory.
• Serve as the point of contact for office service vendors (e.g., janitorial, catering, supply providers), ensuring timely service and issue resolution.

REQUIRED QUALIFICATIONS:

• High school diploma or GED required
• 5-7 years of direct experience in an administrative support and/or customer service role
• Customer service attitude
• Comfortable learning and using new tools and technologies to streamline administrative functions.
• Ability to be resourceful and proactive when issues arise
• Strong knowledge of Microsoft Office - Outlook, Excel, Word, PowerPoint.

Belcan is an equal opportunity employer. Your application and candidacy will not be considered based on race, color, sex, religion, creed, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, veteran status or any other characteristic protected by federal, state or local laws.