Administrative Specialist MX

Simera; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Simera is seeking an Administrative Specialist to provide administrative and operational support across the organization. The role requires a highly organized, reliable individual who can manage documentation, coordinate tasks, maintain records, and support teams with day-to-day needs.

Responsibilities include organizing documents, updating reports, managing calendars, and assisting with invoices and onboarding.

Qualifications

• Previous experience in administrative support or office administration.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• Excellent verbal and written communication.
• Proficient with digital tools and remote collaboration.

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 inquiries.
• Coordinate information and tasks between internal teams and external contacts.
• Monitor deadlines and follow-ups to ensure timely completion.
• Perform data entry and verify accuracy.
• Assist with invoices, expense reports, and purchase requests as needed.
• Maintain organized digital filing and document management systems.
• Support onboarding and internal processes.
• Identify issues and suggest workflow improvements.
• Ensure company policies and procedures are followed.
• Maintain confidentiality when handling sensitive information.

Skills

Documentation

Data entry

Calendar management

Remote collaboration

Attention to detail

Time management

Discretion

Communication

Independent work

Tools

Google Workspace

Microsoft Office

Job description

We are seeking a detail-oriented and proactive Administrative Specialist to provide administrative and operational support across the organization. The ideal candidate is highly organized, reliable, and capable of managing documentation, coordinating tasks, maintaining accurate records, and supporting teams with day-to-day administrative needs.

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 when required.
• 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.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong data entry and documentation skills.
• Ability to prioritize and manage multiple tasks simultaneously.
• Strong problem-solving and follow-up abilities.
• Proficiency with Google Workspace or Microsoft Office.
• Comfortable using spreadsheets, email, calendars, databases, and other digital tools.
• Strong written documentation and record-keeping skills.
• Ability to work independently and take initiative.
• Professional and discreet approach when handling confidential information.
• Ability to adapt to changing priorities and processes.

Requirements

• Previous experience in administrative support, office administration, operations, coordination, or a similar role.
• Experience managing documents, records, data, schedules, and administrative processes.
• Strong computer and digital skills.
• Ability to work independently and collaborate effectively with remote teams.
• Strong attention to detail and ability to meet deadlines.
• Ability to manage multiple priorities in a fast-paced environment.
• Reliable internet connection and a suitable setup for remote work.
• Professional, proactive, organized, and dependable attitude.
• English proficiency is required if the position involves communicating with English-speaking teams, clients, or stakeholders.

By applying to this position, we’ll create your Simera Professional Key (SPK) — a unique key that helps you connect with employers, stand out, and secure the right match.