Administrative Assistant

Ambient Enterprises; Castro Valley (CA); Sur place; USD 48 000 - 52 000; Plein temps

Résumé du poste

Ambient Enterprises in Castro Valley seeks an Administrative Assistant to support our leadership team and manage day-to-day office operations, with a planned move to Emeryville in early 2027. The role requires a proactive, organized professional who can anticipate needs and manage priorities.

You will coordinate travel, maintain calendars, handle invoicing support, organize records, prep meetings, and provide dependable, confidential support to executives, staff, and vendors while ensuring a

Qualifications

• Experience in office administration or accounting.
• Strong travel coordination and calendar management.
• Experience in construction industry is a plus.
• Excellent written and verbal communication.
• Ability to handle confidential information.

Responsabilités

• Book travel and plan events for employees and managers.
• Oversee day-to-day office operations and serve as primary contact.
• Maintain an organized, professional office environment.
• Manage office supplies, equipment, vendors, and inventory.
• Coordinate maintenance, service requests, deliveries, and vendor relationships.
• Organize and maintain records and documents.
• Process invoices and other documentation for approval.
• Assist with planning meetings and company events.
• Provide general administrative support to staff and leadership.

Connaissances

Office administration

Calendar management

Travel coordination

Vendor coordination

Communication skills

Detail-oriented

Confidentiality

Bilingual EN/ES

Outils

Microsoft Office Suite

Description du poste

About Us

DMG North is a growing company in the evolving field of building commissioning, and we strive to make buildings work better. Specializing in the optimization of complex building systems, our team’s diversified skill set provides value to our clients from the design stages of new construction all the way through operating existing buildings. Our consulting group provides a full array of commissioning services for both new and existing buildings, and our technical services group provides start-up services on complex HVAC equipment from a wide range of manufacturers. As part of the Ambient Enterprises family of brands, the DMG North team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.

Job Description

We are seeking a highly organized, proactive, and dependable Administrative Assistant to support our leadership team and oversee the day-to-day operations of our office. This role will serve as a central point of coordination for the office, helping ensure leaders and employees have the support, resources, and organization needed to operate effectively. The ideal candidate is someone who enjoys being the go-to person in an office environment, can anticipate needs, manage competing priorities, and confidently take ownership of administrative and operational responsibilities.

Note

This role will start in Castro Valley, and eventually move to the new Emeryville office in early 2027.

Key Responsibilities

• Book travel and plan events for employees and managers.
• Oversee the day-to-day operations of the office and serve as a primary point of contact for general office needs.
• Maintain an organized, professional, and welcoming office environment.
• Manage office supplies, equipment, vendors, and other workplace resources, ensuring appropriate inventory and timely replenishment.
• Coordinate office maintenance, service requests, deliveries, and vendor relationships.
• Organize and maintain physical and electronic records, files, documentation, and other administrative materials.
• Receive, review, organize, and route invoices and other documentation for appropriate processing.
• Assist with planning and coordinating office meetings, events, team activities, and other company functions.
• Provide general administrative support to employees and leadership as needed.

Qualifications

• Previous experience in office administration, accounting, or a related field.
• Strong experience coordinating travel arrangements and managing multiple calendars simultaneously.
• Experience in the construction industry preferred, including familiarity with invoicing, subcontractor coordination, vendor management, and project documentation.
• Strong organizational skills with excellent attention to detail and the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, employees, customers, vendors, and business partners.
• Proactive, resourceful, and dependable, with the ability to anticipate needs, take initiative, and manage responsibilities independently.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with accounting software preferred.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Collaborative, service-oriented team player with a professional and positive attitude.
• Bilingual proficiency in English and Spanish is a plus.
• Ability to work on-site Monday through Friday.

Compensation: $35.00–$38.00/hr, DOE

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.