Administrative Specialist: Documentation & Operations Lead

Simera; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Simera seeks a detail-oriented Administrative Specialist to provide administrative and operational support across the organization. You will organize documents and records, manage calendars, and support teams with day-to-day administrative needs.

The role emphasizes reliability, organization, and proactive problem-solving, with extensive data handling and cross-team coordination. Remote-friendly operations and a focus on confidentiality are highlighted.

Qualifications

• Previous experience in administrative support or office administration.
• Experience managing documents, records, data, schedules, and administrative processes.
• Strong computer and digital skills.
• Ability to work independently and collaborate with remote teams.
• Attention to detail and ability to meet deadlines.
• Ability to manage multiple priorities in a fast-paced environment.
• Reliable internet connection and setup for remote work.
• Professional, proactive, organized, and dependable attitude.
• English proficiency for communicating with English-speaking teams.

Responsibilities

• Provide administrative support to internal teams and managers.
• Manage and organize documents, records, files, and databases.
• Process and maintain accurate administrative information and data.
• Prepare, format, and update reports, spreadsheets, presentations, and other documents.
• Manage emails, calendars, meetings, appointments, and routine administrative requests.
• Coordinate information and tasks between internal teams and external contacts.
• Monitor deadlines, pending tasks, and follow-ups to ensure timely completion.
• Perform data entry and verify information for accuracy and completeness.
• Assist with invoices, expense reports, purchase requests, and other administrative processes.
• Maintain organized digital filing and document management systems.
• Support onboarding, internal processes, and other administrative projects.
• Identify administrative issues and recommend improvements to processes and workflows.
• Ensure company policies and administrative procedures are followed consistently.
• Maintain confidentiality when handling sensitive business and employee information.
• Provide timely and professional support to employees, managers, and external contacts.

Skills

Communication

Time management

Attention to detail

Data entry

Multitasking

Problem solving

Office tools

Spreadsheets

Record-keeping

Initiative

Confidentiality

Adaptability

Tools

Google Workspace

Microsoft Office

Job description

Simera seeks a detail-oriented Administrative Specialist to provide administrative and operational support across the organization. You will organize documents and records, manage calendars, and support teams with day-to-day administrative needs.

The role emphasizes reliability, organization, and proactive problem-solving, with extensive data handling and cross-team coordination. Remote-friendly operations and a focus on confidentiality are highlighted.