Overview
Administrative Assistant – Office Assistant Jobs in San Francisco, CA at BAR Architects & Interiors
Title: Administrative Assistant – Office Assistant
Company: BAR Architects & Interiors
Location: San Francisco, CA
BARis seeking a highly motivated, personable Administrative Assistant – Office Assistant. Reporting to our Controller, the Administrative Assistant – Office Assistant provides administrative assistance and general office assistance including word processing, contract tracking, credit card reconciliation, data entry, answering phones, greeting clients, visitors, vendors and employees, ordering supplies, food and hospitality needs, and other general administrative support as assigned.
The role requires someone who is self-directed, organized, pro-active, responsive, patient, flexible, adaptable, and pays close attention to details. An individual in this role must have a non-reactive personality, be willing to take on relevant tasks on the fly, and after some months of experience be able to anticipate the needs of the varied audience with whom they interact each day. A consistent personable, welcoming, yet professional approach is essential, as is having the temperament to accept that many requests made of them will be last minute or spontaneous. The position is highly visible; energy and enthusiasm are required. An appreciation for design and the built environment is ideal.
Essential Duties and Responsibilities –
Administrative:
Administrative project support for Project Managers, as assigned. Assist with contracts and contracts log. Monthly reconciliation of company credit cards for Principals Group. Update Client and vendor contact information, employee lists, seating charts, various content for company intranet and data entry as needed. Develop and maintain an understanding of projects, clients, project teams and consultants working with BAR. Knowledge of the organizational structure of BAR, the who’s who and what’s what.
General Office:
Review inventory and order supplies and food items as needed. Assist with conference room use. Coordinate catering for meetings, when requested. First point of contact with clients, consultants, and potential employees. Sort and deliver incoming mail. Check voicemail 3 times daily and forward messages to appropriate parties. Expected to develop connections with clients, consultants, vendors, BAR staff. Responsible for keeping reception area, conference rooms and kitchen organized, presentable and welcoming.
Qualifications and Experience Desired:

1 year administrative assistant or office assistant experience, or transferable skills.
Can confidently communicate with staff at all levels as well as interact with clients and consultants.
Ability to manage competing priorities; highly organized, flexible and timely in work habits.
Ability to work with different kinds of people with diplomacy and tact.
Ability to keep composure and a positive attitude during stressful times/tight deadlines.
Enthusiasm for your work and the work of the firm.
Interest in providing support across multiple business functions: Admin, Facilities, Finance, IT, HR.
Excellent verbal communication skills; active listener and avid note-taker.
Basic business writing skills including awareness of appropriate style and tone.
Show initiative in seeking or developing new projects or processes.
Proficiency in Microsoft Word, Excel and Outlook.
Experience with Zoom phone, chat, and video tools.
Deltek Vision, Paylocity, Adobe CS experience a plus but not required.
Able to work onsite; this is not a hybrid or remote position.
Able to work on a computer and answer, screen, dir…
