What are the responsibilities and job description for the Office Administrator position at PA Bet Inc?
About Us
P.A. Bet Inc. is a premium architectural millwork firm serving Silicon Valley’s most exacting clients. Our shop and office run on craftsmanship, precision, and reliability. We’re looking for a sharp, proactive Office Administrator who keeps the engine running—owning front office operations, document control, basic accounting flows, vendor coordination, and the monthly “heartbeat” tasks that keep a manufacturing business compliant and on schedule.
Office Manager Responsibilities
What You’ll Own General Office Administration & Front Desk
- Be the first point of contact for calls, visitors, clients, and vendors; route calls to protect focus time.
- Manage mail, packages/shipments, postage meter, and reception areas.
- Maintain organized digital/physical filing for company, project, and bookkeeping records.
- Coordinate office supplies, copiers/plotter, kitchen, janitorial, and light facilities issues with vendors/building.
Project Support & Document Control
- Support PMs with meeting prep, agendas, follow-ups, and formal correspondence.
- Support estimating team in drawing preparation / bookmarking bid drawings in BlueBeam.
- Maintain contact lists, templates, and consistent branding across documents.
- Set up opportunities/projects in our systems (Innergy) and keep job files current.
Accounting & Admin Workflows (with oversight)
- Accounts Payable: match POs/pack lists, enter vendor invoices, run weekly checks/EFTs/wires, W-9s, and vendor credit apps.
- Monthly bank reconciliation; sales/use tax filings (CA quarterly; NV as needed); annual 1099s; assist with monthly financial binders.
HR/Onboarding & Culture Support
- Prepare new-hire packets, basics for onboarding, and maintain employee lists/emergency contacts.
- Coordinate logistics for company events (BBQs, holidays, outings).
Risk, Compliance & Records
- Maintain and distribute COIs; track insurance renewals (GL/WC), licenses, permits, CSLB, and city business licenses.
- Support audit/pre-qual packages and keep legal/contract archives current.
IT/Vendor Coordination (Light)
- Coordinate service calls for phones/plotter/printers; help with new-user basics (email, drives, printers) alongside outside IT.
- Monitor recurring bills and renewals; flag discrepancies.
Your Monthly Rhythm (Examples)
You’ll drive a reliable cadence of recurring checkpoints that keep the company compliant and ready for the next push, such as: labor-law poster updates (Jan), 1099 prep (Jan/Feb), quarterly sales/use tax filings, copier cleanings (quarterly), backflow inspection (May/June), fire-extinguisher service (July), open enrollment packets (Sept), WC/GL renewals (Oct/Nov), holiday schedules, and year-end file prep (Dec). You’ll also coordinate seasonal culture moments (e.g., Thanksgiving turkey list/party logistics, Christmas wine/BBQ).
What Success Looks Like:
- Clean handoffs & fast response times: PMs and leadership get what they need—before they ask.
- Tight, current records: Files, invoices, COIs, licenses, and calendars are accurate and easy to find.
- On-time monthly/quarterly beats: Zero surprises on filings, renewals, or shop/office communications.
- Continuous improvement: You spot inefficiencies and standardize them with checklists, templates, and SOPs.
Qualifications
- 3 years in an office admin, project admin, or bookkeeping-adjacent role (construction/manufacturing a plus).
- Strong command of Microsoft Office/Excel; comfortable with scanners/plotters, postage, and multi-line phone systems.
- Experience with A/P workflows and basic compliance documentation (COIs, licenses).
- Organized, calm under pressure, excellent communicator, and fanatical about follow-through.
Nice-to-Haves
- Experience supporting shop-floor or field operations, installations, or engineering teams.
- Familiarity with ERP/PM tools and document control best practices.
- Familiarity with BlueBeam document mark-up software.
Schedule, Location, & Compensation
- Schedule: Full-time, on-site (Monday–Friday).
- Location: San Carlos, CA (office shop environment). 10 minute walk from Cal Train.
- Pay: $25 - $30/hr.
- Benefits: Health, Dental, Vision, 401k, PTO/holidays, and company events; growth in a high-standards, team-first culture.
Pay: $25.00 - $30.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $25 - $30