Office Administrator - San Diego

SUMMARY

The Office Administrator plays a key role in ensuring the efficient day-to-day operations of an office environment. This position involves providing administrative support to staff and management, managing office resources, coordinating communications, and maintaining a professional and organized workspace. The ideal candidate is proactive, detail-oriented, and skilled at multitasking in a fast-paced setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned as needed)

• Greet visitors, answer phone calls, respond to voicemails and emails, direct inquiries to proper person, and manage incoming/outgoing mail and correspondence
• Schedule and coordinate meetings, appointments, events, and travel arrangements for staff or executives
• Manage office supplies inventory and vendor services, order new materials, and oversee equipment maintenance or repairs
• Perform general administrative tasks, such as filing, data entry, creating reports, preparing memos, invoices, or presentations
• Maintain office records, databases, and filing systems (both digital and physical)
• Provide support to other departments, such as assisting with HR tasks (onboarding, recruitment support), basic accounting (expense tracking), or event coordination
• Ensure compliance with office policies, safety regulations, and a productive workspace.
• Handle confidential information discreetly and multitask in a fast-paced environment
• Maintenance and organization of corporate documents in land management software
• Keep onsite filing system in order, assisting with implementation of new administration systems
• Provide administrative support to real estate team: receiving and preparing land agreements for processing.
• Ensure the office remains clean and organized
• Operating and maintaining office equipment such as copiers and printers
• Provide notary services
• Assistance with travel arrangements, meeting room bookings, and company related functions
• Must be able to collaborate with team members and work individually as needed
• Other duties as required

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIREMENTS

• Proven experience as an Office Administrator or similar role
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Familiarity with office equipment and software (e.g., CRM, ERP systems)
• Excellent time management skills and ability to multi-task and prioritize work.
• Keen attention to detail, with an ability to spot errors
• Ability to solve problems, and adaptability
• Excellent communication (verbal and written) and interpersonal skills
• Strong analytical and organizational skills
• Ability to work with varying seniority levels, including staff, managers, and external parties
• Professional demeanor, discretion with sensitive information, and customer service orientation

EDUCATION and/or EXPERIENCE, KNOWLEDGE

• High school diploma or equivalent required; associate or bachelor’s degree in business administration, office management, or a related field preferred
• 1–5 years in an administrative or office support role.

CERTIFICATES, LICENSES, REGISTRATIONS

• Certified California Notary

PHYSICAL DEMANDS - This role is primarily sedentary and performed in an office setting. Typical physical requirements include:

• Prolonged periods of sitting at a desk and working on a computer
• Occasional standing, walking, bending, reaching, or light lifting (e.g., office supplies up to 20-30 pounds)
• Frequent use of hands for typing, filing, and operating office equipment
• Ability to view computer screens for extended periods (close vision required)
• Frequently moves and transports boxes, files, equipment, and supplies across the office

WORK ENVIRONMENT

• Standard indoor office environment with controlled temperature, good lighting, and moderate noise levels (e.g., from phones, printers, and conversations)
• Exposure to common office equipment and minimal hazards

SCHEDULE

• Monday through Friday, from 8:30AM – 5:00PM, with 30 minutes for lunch, and occasional overtime during busy periods

Terra-Gen is an equal opportunity employer, drug-free workplace, and complies with Americans with Disabilities Act and related laws and regulations as applicable. All applicants are considered for all positions without regard to age, race, religion, color, sex, gender, sexual orientation, pregnancy, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage, or any other protected classification, in accordance with applicable federal, state, and local laws.

All offers of employment are contingent upon successful completion of a pre-employment background check and drug screening. All qualified applicants with arrest or conviction records will be considered for employment in accordance with federal, state or local requirements such as the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. Employees must be authorized to work in the US and employment is contingent upon presentation of acceptable documents as evidence of identity and employment authorization, as detailed on Form I-9.

Terra-Gen provides a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off, paid holidays, and 401(k) retirement savings plan with employer match.

The posted compensation is the range that we in good faith anticipate relying on when setting wages for this position. We may ultimately pay more or less than the posted range and this range is only applicable for jobs to be performed in California. This salary range may also be modified in the future, depending upon skills, experience, education, and geographical location.