Administrative Assistant POST NUMBER: 453041
Job Title: Administrative Assistant (Front Desk), Contract Position Duration - 4 months
Location: Santa Rosa, CA
Hours: Full-time (40 hours/week – schedule to be confirmed with selected candidate)
Reports To: General Manager and Finance Manager
About the Role:
We’re looking for a capable and detail-oriented Administrative Assistant to join our client's team in Santa Rosa. This position sits at the front desk, but with minimal foot traffic, your primary focus will be supporting our internal operations. With two team members currently on extended leave, we’re seeking someone who can step in and help keep things running smoothly.
You'll be part of a collaborative administrative team of five, sharing responsibilities and supporting a busy office that includes around 15 field technicians and another 5–7 team members working on-site daily. Over time, you’ll take on timecard-related duties, but that will not be your primary responsibility to start.
What You’ll Be Doing:
As our Administrative Assistant, your role will be varied and vital to our day-to-day operations. Responsibilities include:
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Invoicing & Billing Support
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Prepare and send customer invoices based on job cards, proposals, timecards, and purchase orders.
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Communicate with field staff to clarify any discrepancies.
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Include promotional materials with invoices as needed.
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Complete over-the-counter sales when directed.
Vendor & Purchase Order Processing
Match vendor tags to purchase orders, verify pricing, and update information as necessary.
Follow-Up Communication
Contact customers to confirm invoice receipt and check on payment status.
Maintain up-to-date customer contact information in our office software.
Track follow-up activities and communicate with the GM and Finance Manager regarding payment status or issues.
Filing & Documentation
Create and organize folders for completed jobs.
Perform general office filing and document management.
Timecard Processing (to be added in time)
Review and input timecards into Excel for payroll processing.
Assign proper workers comp codes and archive timecards in PDF format.
Other Office Support Duties
Greet occasional visitors and direct them to the appropriate contact.
Answer and route incoming calls on the general office line.
Order and organize office supplies.
Keep key field documents printed and available for staff.
Update pricing and part information in our software.
Support miscellaneous admin projects that require organization and follow-through.
What We’re Looking For:
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Strong ability to work independently and manage multiple tasks in a small office setting.
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Comfortable asking questions when needed, but proactive and ready to take ownership of tasks.
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Proficiency in Microsoft Office, especially Word, Excel, and Outlook.
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Organized, detail-oriented, and efficient with follow-through.
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Experience in construction, plumbing, or other service-based industries is a big plus.
Why Join Us?
You’ll be stepping into a supportive and collaborative environment with a team that values clear communication and shared success. They a small company, our work impacts a wide network, and they are proud of the quality and consistency we bring to our customers.
If you enjoy being a go-to person in the office, thrive in a structured yet flexible setting, and like being part of a hard-working, grounded team, this could be a great fit for you.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.