Remote Administrative Specialist: Organized Ops & Records

Simera; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Simera is seeking a detail-oriented Administrative Specialist to provide cross-team support across the organization. You’ll manage documents, schedules, reports, and communications, ensuring accuracy and confidentiality.

In this remote-friendly role, you’ll collaborate with global teams, streamline processes, and assist with onboarding and administrative projects. The ideal candidate is proactive, reliable, and highly organized in a fast-paced environment.

Qualifications

• 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.

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.

Skills

Verbal communication

Written communication

Organization

Time management

Data entry

Documentation

Multitasking

Office suite

Remote collaboration

Attention to detail

Proactive/independent

Confidentiality

Tools

Google Workspace

Microsoft Office

Job description

Simera is seeking a detail-oriented Administrative Specialist to provide cross-team support across the organization. You’ll manage documents, schedules, reports, and communications, ensuring accuracy and confidentiality.

In this remote-friendly role, you’ll collaborate with global teams, streamline processes, and assist with onboarding and administrative projects. The ideal candidate is proactive, reliable, and highly organized in a fast-paced environment.