Office Administrator

CAL IT Group is a growing full-service Managed Services Provider (MSP) currently seeking an Office Administrator to support our daily operations, teams, and clients. This role plays a key part in keeping our office running smoothly while supporting financial, sales, and technical processes.

Role Overview

As the Office Administrator, you will oversee office operations, coordinate with internal teams and customers, and assist with administrative, financial, sales, and technical tasks. You will also help track performance metrics and operational compliance, while handling confidential information with discretion and professionalism.

Key Responsibilities

Office Operations & Administration

• Manage office supplies and vendor relationships to ensure adequate stock
• Oversee general administrative workflows and support special projects
• Schedule and coordinate meetings internally and with clients
• Organize and maintain the office environment for efficiency and productivity
  
  

Partner & Customer Communications

• Monitor business owner emails and phone calls daily
• Prioritize tasks and escalate as needed
• Coordinate customer meetings and follow-ups
• Maintain professional communication standards with all partners and clients
  
  

Financial & Invoicing Support

• Prepare and send invoices accurately and on schedule
• Track invoice status and follow up on outstanding payments
• Deposit checks and manage customer accounts in QuickBooks
• Pay office bills and maintain financial records for reporting purposes
  
  

Sales & CRM Support

• Assist in maintaining CRM data, ensuring accuracy and consistency
• Support the sales team with reporting, data entry, and lead tracking
  
  

Technical Operations & Oversight

• Assist technical teams with operational tasks, monitoring KPIs and SLAs
• Support cybersecurity and compliance processes, such as policy tracking and security awareness training
• Track project progress, generate operational reports, and ensure adherence to standards and procedures
  
  

Required Skills & Qualifications

• Proven experience in office management, administrative support, or similar roles
• Experience with QuickBooks and CRM systems (e.g., Salesforce, HubSpot) preferred
• Strong organizational skills, attention to detail, and ability to multitask
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite
• Ability to work independently and collaborate effectively with internal teams
  
  

Working Conditions

• Desk-based work with extended hours using a computer, keyboard, and mouse.
  
  

Additional Information

This job description is not all-inclusive; other duties may be assigned to meet organizational needs.

Compensation/Benefits

• Ten paid holidays per year
• Paid time off
• Paid Sick time
• 401(k) with matching
• Health insurance
• Dental insurance
• Vision insurance
• Volunteer time off
• Casual work environment
• Cell phone reimbursement
• Professional development assistance
• Referral program
  
  

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