Office Administrator (On-Site La Jolla, CA)

Plumb Bill Pay; California, Northern (MO, KY); Hybrid; USD 36,000 - 39,000; Full time

Job summary

Plumb is seeking an Office Administrator in our La Jolla, CA office to keep day-to-day operations running smoothly and ensure the workplace stays organized and efficient. You will support leadership, coordinate calendars and travel, handle mail and records, and improve administrative workflows using Microsoft 365 tools, AI, and automation as appropriate.

This full-time, in-office role offers dependable responsibilities, collaboration with a close-knit team, and opportunities for growth as the

Qualifications

• 3+ years of experience in office administration or similar role.
• Strong organization and attention to detail.
• Ability to manage multiple priorities and complete tasks.
• Clear and professional written and verbal communication.
• Proficiency with Microsoft 365 tools (Outlook, Word, Excel, Teams, PowerPoint).
• Discretion handling confidential or sensitive information.

Responsibilities

• Oversee daily organization and readiness of the La Jolla office.
• Welcome visitors and be a helpful point of contact.
• Monitor supplies and coordinate orders as needed.
• Assist with office equipment, vendors, and building-related requests.
• Coordinate calendars, meetings, and occasional travel for leadership.
• Prepare documents and meeting materials for leadership.
• Handle mail, confidential documents, and maintain filing systems.
• Look for ways to improve recurring administrative tasks and workflows.

Skills

Strong organizational skills

Attention to detail

Multitasking

Professional communication

Tools

Microsoft 365

Outlook

Word

Excel

Teams

PowerPoint

Job description

FullTime In Office - La Jolla, La Jolla, CA, US

4 days ago Requisition ID: 1112

Salary Range: $26.00 To $28.00 Hourly

Job Type:Full-Time, Permanent

Schedule:Monday – Friday, 8:00 AM to 5:00 PM PST

Compensation:$26 – $28/hr (Based on experience)

About Plumb

Plumb provides bill pay and family office accounting services to high-net-worth and ultra-high-net-worth families, family offices, and trusted advisors nationwide. Since 1996, we have combined high-touch service with modern technology to help our clients manage complex financial operations with greater organization, visibility, and confidence.

Our team is continually improving how we work through technology, automation, thoughtful processes, and strong internal collaboration.

We are looking for an Office Administrator who enjoys keeping things organized, anticipating what needs to happen next, and being someone the team can consistently rely on.

About the Role

The Office Administrator plays a central role in the day-to-day operation of our La Jolla office. This person will help keep the workplace organized, support members of our leadership team, coordinate administrative activities, and ensure important documents and requests are handled accurately and on time.

This is an ideal role for someone who is resourceful, detail-oriented, professional, and comfortable balancing a variety of responsibilities throughout the day.

What You'll Own

Office Operations

• Oversee the daily organization and readiness of our La Jolla office.
• Welcome visitors and serve as a helpful point of contact for employees, vendors, and guests.
• Monitor office supplies and coordinate orders as needed.
• Assist with office equipment, service providers, building-related requests, and vendor coordination.
• Help prepare the office for meetings, visitors, and company events.

Leadership Support

• Coordinate calendars, appointments, meetings, and occasional travel arrangements.
• Prepare documents, meeting materials, and other administrative information for leadership.
• Assist with follow-up items and special projects.
• Help coordinate internal meetings, celebrations, and company activities.
• Provide responsive administrative support as priorities arise.

Mail, Documents & Records

• Coordinate incoming and outgoing mail and deliveries.
• Handle checks, deposits, confidential documents, and other sensitive materials with care and accuracy.
• Keep administrative tracking logs and filing systems current.
• Maintain clear procedures for recurring office and administrative tasks.

Process & Technology Support

• Look for practical ways to make recurring administrative tasks and workflows easier and more efficient.
• Use Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related business tools as part of daily work.
• Learn and use approved AI and automation tools where they can improve productivity.
• Help document new procedures and update existing processes as the company evolves.

What Success Looks Like

A successful Office Administrator helps create an environment where:

• Day-to-day office needs are handled consistently and proactively.
• Leadership can depend on administrative requests being completed accurately and on time.
• Visitors and employees experience a professional, organized workplace.
• Confidential materials are handled with discretion and care.
• Records, procedures, and administrative systems stay organized.
• Small problems are identified and addressed before they become larger ones.
• Office processes continue to improve over time.

Qualifications

• 3+ years of experience in office administration, administrative support, or a similar professional office role.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and follow tasks through to completion.
• Clear and professional written and verbal communication.
• Working proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.
• Sound judgment when handling confidential or sensitive information.
• Reliable, proactive, and comfortable working independently when needed.

Nice to Have

• Previous experience supporting executives or senior leadership.
• Experience coordinating vendors, office operations, or workplace logistics.
• Experience creating or improving administrative procedures.
• Interest in technology, AI, automation, or workflow improvement.

Why Plumb?

At Plumb, this role has the opportunity to make a visible impact on how our office operates every day. You will work closely with leadership, become a trusted resource for the broader team, and have the opportunity to expand your responsibilities as the company continues to grow.

For someone interested in building a longer-term career in office management, operations, or executive support, this position offers meaningful exposure to each of those areas.