Office Administrator/Administrative Coordinator

McAlister GeoScience, Inc.; Long Beach (CA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health benefits

401(k) retirement plan with employer-m

Paid time off

Professional development opportunities

Job summary

McAlister GeoScience, Inc. in Long Beach, CA is seeking an organized Office Administrator to support daily operations and serve as a central point of contact for the team, clients, and vendors.

This multifaceted role goes beyond receptionist duties, handling tasks from scheduling and document preparation to basic IT troubleshooting, invoicing support, and coordinating with staff. The ideal candidate demonstrates attention to detail, excellent communication, and the ability to manage multiple

Qualifications

• Excellent written and verbal communication skills.
• Exceptional attention to detail in reviewing documents and client materials.
• Strong proficiency with Microsoft Office (Word, Outlook, Excel) and PDF editing software.
• Working knowledge of small-office computer systems and basic IT troubleshooting.

Responsibilities

• Answer incoming calls, greet visitors, and represent the company professionally.
• Manage general administrative tasks, correspondence, filing, and office organization.
• Coordinate with staff, clients, and vendors to keep daily operations running smoothly.
• Review, proofread, and format technical reports and business correspondence.
• Assemble, organize, and finalize professional PDF reports for client delivery.
• Provide basic troubleshooting for office technology and coordinate with IT when needed.
• Assist with ordering, replacing, and setting up office equipment.
• Assist with basic project coordination, scheduling, and tracking.
• Support routine accounting functions, including invoice preparation and recordkeeping.

Skills

Excellent communication

Attention to detail

Organizational skills

Independent work

Problem solving

Tools

Microsoft Office Suite

Word

Outlook

Excel

PDF editing software

Job description

McAlister GeoScience is seeking a highly organized, detail-oriented Office Administrator to support our daily operations and serve as a central point of contact for our team, clients, and vendors.

This is a multifaceted position that goes well beyond traditional receptionist duties. The right candidate will be comfortable managing competing priorities, learning new systems, solving everyday problems, and taking ownership of tasks from start to finish.

We are looking for someone who is dependable, resourceful, technically capable, and exceptionally attentive to detail. If you are the kind of person who notices what needs to be done and takes the initiative to do it, we would like to hear from you.

Key Responsibilities

Office Administration & Client Communication

• Answer incoming calls, greet visitors, and represent the company in a professional and courteous manner.
• Manage general administrative tasks, correspondence, filing, and office organization.
• Coordinate with staff, clients, and vendors to keep daily operations running smoothly.

Document Preparation & Quality Control

• Review, proofread, and format technical reports and business correspondence for grammar, consistency, accuracy, and presentation.
• Assemble, organize, and finalize professional PDF reports for client delivery.
• Maintain consistent document formatting and quality standards.
• Coordinate report distribution and client correspondence.
• Provide basic troubleshooting assistance for everyday computer, printer, software, and office technology issues.
• Coordinate with outside IT professionals when technical issues require additional support.
• Assist with ordering, replacing, and setting up office equipment.
• Maintain an organized approach to technology-related requests and follow-up.

Project & Administrative Support

• Assist with basic project coordination, scheduling, and tracking.
• Support routine accounting functions, including invoice preparation, recordkeeping, and related administrative tasks.
• Provide additional administrative support as business needs evolve.

What We're Looking For

• Excellent written and verbal communication skills.
• Exceptional attention to detail, particularly when reviewing documents and handling client-facing materials.
• Strong proficiency with Microsoft Office, particularly Word, Outlook, and Excel, along with PDF editing software.
• Working knowledge of small-office computer systems and the ability to troubleshoot common technical issues.
• Strong organizational skills and the ability to manage multiple responsibilities without sacrificing accuracy.
• Good judgment, resourcefulness, and a willingness to independently find solutions.
• A professional, approachable demeanor and the ability to communicate effectively with clients and coworkers.
• A consistent record of reliability, follow-through, and accountability.

Experience in professional services, consulting, engineering, environmental services, or a similar office environment is a plus, but not required.

The Ideal Candidate

Our ideal candidate takes pride in producing accurate, polished work and understands that even small details matter. They are comfortable asking thoughtful questions, but equally comfortable taking initiative and working independently.

This position is best suited for someone who enjoys variety, adapts well to changing priorities, and can confidently handle both routine administrative work and unexpected challenges.

McAlister GeoScience offers a competitive compensation package and comprehensive benefits designed to support our employees' professional and personal well-being.

• Employment Type: Full-time, 40 hours a week in our Long Beach office.
• Health Benefits: Medical, dental, and vision insurance
• Retirement Benefits: 401(k) retirement plan with employer matching option
• Paid Time Off: Paid vacation and holidays
• Anticipated Start Date: January 4, 2027

We are interested in hearing about your practical experience, problem-solving approach, and ability to take ownership of your work.