Administrative Assistante

Merchants Building Maintenance Company; Hayward (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Merchants Building Maintenance Company is seeking an Administrative Assistant to support office operations, scheduling, data entry, and client communications. This bilingual role (English/Spanish) helps ensure smooth daily workflows and professional correspondence.

You will manage calendars, coordinate meetings, prepare documents, and assist with payroll data entry. The position offers a dynamic, family‑like environment with opportunities to grow.

Qualifications

• Bilingual English/Spanish proficiency required.
• Experience in office administration and data entry.
• Payroll data entry experience is a plus.

Responsibilities

• Office management and organization.
• Order and maintain office supplies and equipment.
• Organize and maintain filing systems, both physical and electronic.
• Manage office schedules and appointments.
• Ensure the office environment is clean, organized, and functional.
• Answer and direct phone calls, emails, and other correspondence.
• Screen calls, take messages, and forward information to relevant team members.
• Draft, proofread, and send official correspondence, reports, and memos.
• Handle inquiries from clients, customers, or other external parties.
• Write letters and emails on behalf of other office staff.
• Provide assistance to employees and colleagues with their inquiries.
• Coordinate and schedule meetings, conferences, and appointments.
• Book and arrange travel logistics, including booking transportation and accommodations.
• Manage and update executive calendars and prioritize appointments.
• Prepare presentations, reports, and spreadsheets.
• Create and maintain documents such as contracts, invoices, and official records.
• Assist with document revisions, filing, and ensuring proper document storage.
• Data entry and record keeping
• Input, update, and maintain accurate data in computer systems and databases.
• Process forms, applications, and other administrative paperwork.
• Payroll data entry.
• Support for meetings and events
• Organize logistics for meetings, conferences, and events.
• Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
• Assist in event coordination, including catering, room setup, and materials preparation.
• Financial administration
• Assist with budgeting, invoicing, and expense tracking.
• Handle petty cash and process expense reports.
• Support the preparation of financial reports or documents.
• Customer and client relations
• Greet visitors and clients, directing them to appropriate individuals.
• Address basic customer service inquiries.
• Assist

Skills

Bilingual English/Spanish

Office administration

Data entry

Payroll data entry

Scheduling & calendar management

Job description

Overview

About Merchants Building Maintenance, LLC

Overview

About Merchants Building Maintenance, LLC

We're a reliable, responsive commercial cleaning company.

Merchants Building Maintenance is a full-service, family-owned and operated commercial cleaning company that has grown to become one of the largest providers in the Southwestern US.

Our Mission

To excel in all that we do for our customers, employees, suppliers, and the communities we serve by continuously improving the quality and value of our services.

Family Atmosphere

Every one of our 6,000+ team members is important to us. We're proud to treat everyone on our staff like family

Woman-Owned

We are a certified woman-owned business by the Women's Business Enterprise National Council (WBENC) and a certified Women's Business Enterprise by the Supplier Clearinghouse.

Job Details

Bilingual (English/Spanish)

• Office Management and Organization
• Order and maintain office supplies and equipment.
• Organize and maintain filing systems, both physical and electronic.
• Manage office schedules and appointments.
• Ensure the office environment is clean, organized, and functional.
• Communication Support
• Answer and direct phone calls, emails, and other correspondence.
• Screen calls, take messages, and forward information to relevant team members.
• Draft, proofread, and send official correspondence, reports, and memos.
• Handle inquiries from clients, customers, or other external parties.
• Write letters and emails on behalf of other office staff
• Provide assistance to employees and colleagues with their inquiries.
• Scheduling and Calendar Management
• Coordinate and schedule meetings, conferences, and appointments.
• Book and arrange travel logistics, including booking transportation and
  

accommodations.

• Manage and update executive calendars and prioritize appointments.
• Document Preparation and Management
• Prepare presentations, reports, and spreadsheets.
• Create and maintain documents such as contracts, invoices, and official records.
• Assist with document revisions, filing, and ensuring proper document storage.
  

Administrative Assistant Job Position Tasks

• Data Entry and Record Keeping
• Input, update, and maintain accurate data in computer systems and databases.
• Process forms, applications, and other administrative paperwork.
• Payroll data entry.
• Handle confidential information with discretion.
• Support for Meetings and Events
• Organize logistics for meetings, conferences, and events.
• Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
• Assist in event coordination, including catering, room setup, and materials
  

preparation.

• Financial Administration
• Assist with budgeting, invoicing, and expense tracking.
• Handle petty cash and process expense reports.
• Support the preparation of financial reports or documents.
• Customer and Client Relations
• Greet visitors and clients, directing them to appropriate individuals.
• Address basic customer service inquiries.
• Assist