Administrative Assistant Office Manager

OVERVIEW

The Administrative Assistant / Office Manager at GoodJava provides administrative support to our team. The Administrative Assistant / Office Manager is responsible for managing calendars, scheduling meetings, handling correspondence, office supplies/restocking, facility maintenance, and assisting with project coordination. The Administrative Assistant / Office Manager communicates with clients, follow-through with any questions or notes from client interactions, and will identify different projects and communications in an organized and professional manner.

KEY RESPONSIBILITIES

• Scheduling & Calendar Management: Organizing meetings, team stand-ups, sprint planning sessions, interviews, and client calls.
• Travel Coordination: Booking travel and accommodations for conferences, client visits, or remote team meetups.
• Expense Reporting: Collecting and submitting receipts, handling reimbursements, and supporting budget tracking.
• Document Management: Organizing contracts, NDAs, HR forms, and technical documentation in shared systems (e.g., Google Drive, Pipedrive CRM).
• Internal Communication: Sending team-wide updates, announcements, or onboarding/offboarding messages.
• Meeting Notes: Taking and distributing meeting minutes, especially for project status or cross-functional meetings.
• Client Communication Support: Assisting with prep for client demos or coordinating calls between developers and clients.
• Invoicing: Prepare, distribute, and track to clients
• Access Management: Helping manage user access to tools like Teamwork, Slack, etc.
• License Tracking: Monitoring software subscriptions and renewal dates (e.g., IDEs, collaboration tools).
• Vendor Coordination: Interacting with external vendors for equipment, services, or software.
• Task Tracking: Assisting with Jira board updates, task reminders, or status check-ins.
• Deadline Monitoring: Helping track deliverables and flag overdue items to managers.
• Team Engagement: Sending birthday/anniversary reminders, maintaining kudos boards, or gathering feedback.
• Office supplies and kitchen stocking 
• Social Media Management (LinkedIn, Facebook)
• Other duties as assigned

QUALIFICATIONS

• 2+ years of experience as an administrative assistant or in a similar role required.
• High school diploma or equivalent required.
• Proficiency in MacOS, Google Workspace and other relevant software required.
• Experience with Project Management software, such as “Jira” or “Teamwork” preferred.
• Experience in a Software Development environment preferred 

COMPETENCIES

• Exceptional problem-solving skills.
• Strong attention to detail.
• Ability to work on multiple projects or tasks at the same time and in an organized manner.
• Effective time management and prioritization skills.
• Strong organizational skills
• Teamwork capability to work with varying individuals of diverse backgrounds.
• Supreme communication skills that will be utilized in all aspects of this role.
• PHYSICAL REQUIREMENTS
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Frequently required to talk, hear and see.
• Frequent use of hands to grasp, handle, or feel.
• Regular standing, walking, sitting and reaching.
• Occasionally lift up to 30 pounds.

ADDITIONAL REQUIREMENTS:

Employment with GoodJava is contingent upon:

• Successful completion of a background check
• Pre-employment drug screening

WORK ENVIRONMENT

• Primarily operates in office environments.
• Routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• Occasional travel may be required.

ACCOMMODATIONS 

GoodJava Inc., is committed to providing equal employment opportunities to all employees and ensuring a workplace that is inclusive and accessible to individuals with disabilities. We provide reasonable accommodations to employees with disabilities to enable them to perform the essential functions of their positions.