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administrative assistant - civil construction

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administrative & office manager / lead coordinator Jobs in San Francisco

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administrative assistant civil construction

Kiewit

<div>
 
 Requisition ID:
 
 180252
 
 
 
 Job Level:
 
 Mid Level
 
 
 
 Home District/Group:
 
 Northern California District
 
 
 
 Department:
 
 Administration
 
 
 
 Market:
 
 Transportation
 
 
 
 Employment Type:
 
 Full Time
 
 
 Position Overview
 
 
 At Kiewit, the scale of our operations is huge. Our construction and engineering projects span across the United States, Canada and Mexico, improving and connecting communities with every initiative. We depend on our high-performing operations support professionals &mdash; they&rsquo;re the glue that holds multiple areas of the business together and the catalysts that make things happen. We hire only the most driven people and we offer them diverse career opportunities, strong leadership and mentorship, rewarding, collaborative work, and responsibility they won&rsquo;t find just anywhere. We&rsquo;re always pushing new limits. You can too. This role provides administrative and project support to active construction jobs and internal teams. The Administrative Assistant will manage multiple priorities simultaneously, support document workflows, and handle general administrative tasks.
 
 
 District Overview
 
 
 Kiewit&rsquo;s Northern California District is one of Kiewit&rsquo;s leading infrastructure districts specializing in various types of work in the heavy civil, power, transportation, and water resource markets. Although most of our work is regionally based in Northern California, we also pursue various projects across the west coast. We are looking for individuals who are passionate about infrastructure and committed to the construction industry and seek a long-term career.
 
 
 Location
 
 
 This position will be based in our district office in Fairfield, CA.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Provide day-to-day administrative support for assigned construction projects and internal teams.
 </li>
 <li>
 Support document workflows (submittals, revisions, tracking, uploads, naming conventions)as needed while ensuring accuracy and timeliness.
 </li>
 <li>
 Collaborating with and supporting team members, working on key projects and initiatives
 </li>
 <li>
 Providing basic design support for key company branding and marketing materials and events; helping organize and support key online media and video projects
 </li>
 <li>
 Helping the team with messaging, writing, editing, researching and related support for external and internal communications, as needed
 </li>
 <li>
 Managing key expense reports, invoicing and purchasing card transactions
 </li>
 <li>
 Tracking budgets and preparing related reports for team and company use
 </li>
 <li>
 Managing and scheduling inter-group and cross-company meetings involving department staff
 </li>
 <li>
 Support additional administrative tasks as needed
 
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Prior administrative support experience required
 </li>
 <li>
 A bachelor's or associate&rsquo;s degree related to the role strongly preferred
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Proficiency in Microsoft Office (Outlook, Excel, Word, Teams)
 </li>
 <li>
 Previous track record of successfully meeting deadlines and project expectations
 </li>
 <li>
 Ability to work with people at all levels of the organization, including senior leadership, as needed
 </li>
 <li>
 Ability to maintain strict confidence of important, sensitive information and materials
 </li>
 <li>
 General familiarity with document workflows or document control processes, preferably in a construction or project-based environment
 </li>
 <li>
 Enthusiastic team player with an interest in helping the team stay connected and working effectively together
 
 
 
 </li>
 </ul>
 
 Other Requirements:
 
 
 
 <ul>
 <li>
 Regular, reliable attendance
 </li>
 <li>
 Work productively and meet deadlines timely
 </li>
 <li>
 Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
 </li>
 <li>
 Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
 </li>
 <li>
 Work during normal operating hours to organize and complete work within given deadlines.
 
 
 
 </li>
 </ul>
 Base Compensation: $55,000 - $65,000
 
 
 (Actual compensation is subject to variation due to such factors as education, experience, skillset, and/or location)
 
 
 
 We offer our fulltime staff employees a comprehensive benefits package that&rsquo;s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.
 
 
 
 
 We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.
 
</div>

Administrative Assistant - Civil Construction

Edri Construction San Francisco

<div>
 
 
 **Administrative &amp; Office Manager / Lead Coordinator**
 
 
 
 
 
 
 Construction Company | Hiring Now
 
 
 
 
 
 We are an established and growing construction company seeking an experienced **Administrative &amp; Office Manager / Lead Coordinator** to join our team.
 
 
 This is a key role for someone who is highly organized, proactive, and experienced in construction office operations. You will be at the center of our daily workflow&mdash;supporting client communication, scheduling, and lead management while helping streamline operations.
 
 
 
 
 
 
 **Key Responsibilities**
 
 
 
 
 
 
 &bull; Professionally answer incoming calls and assist clients
 
 
 &bull; Schedule leads, appointments, and follow-ups
 
 
 &bull; Coordinate calendars, job schedules, permits, and city inspections
 
 
 &bull; Track and manage marketing lead sources and follow-ups
 
 
 &bull; Maintain CRM systems for project tracking and client communication
 
 
 &bull; Support social media and online presence
 
 
 &bull; Assist with overall office operations and team coordination
 
 
 &bull; Manage compliance platforms (e.g., Green Halo for waste tracking/reporting)
 
 
 &bull; Utilize AI tools to improve workflow and efficiency
 
 
 &bull; Dispatch and coordinate job schedules as needed
 
 
 
 
 
 
 **Qualifications**
 
 
 
 
 
 
 &bull; Prior experience in a construction office required
 
 
 &bull; Strong communication and customer service skills
 
 
 &bull; Experience with scheduling, dispatching, and lead coordination
 
 
 &bull; Familiarity with permits and inspection processes
 
 
 &bull; Highly organized with strong multitasking ability
 
 
 &bull; Comfortable using CRM systems
 
 
 &bull; Knowledge of marketing lead sources and lead management
 
 
 &bull; Social media experience is a plus
 
 
 &bull; Ability to work independently in a fast-paced environment
 
 
 &bull; Spanish-speaking is preferred
 
 
 &bull; AI tools experience is a plus
 
 
 &bull; Experience with Green Halo is a plus
 
 
 
 
 
 
 **Compensation**
 
 
 
 
 
 
 Compensation is competitive and based on experience.
 
 
 📩 **How to Apply*
 
 
 
 
 
 Please send your resume and cover letter to:
 
 
 edriconstruction@gmail.com
 
 
 
 
 
 
 
 
 
 Prepared fro
 
 
 
 
 
</div>

Administrative & Office Manager / Lead Coordinator

City and County of San Francisco

<div>Company Description 
This is a Position-Based Test conducted in accordance with CSC Rule 111A. Learn more about the City&rsquo;s hiring process here: https://careers.sf.gov/knowledge/process/
Specific information regarding this recruitment process is listed below:<ul><li>
Application Opening: May 14, 2026</li><li>
Application Deadline: Interested applicants are encouraged to apply as soon as possible as this announcement may close at any time after 5:00 PM (Pacific Time) on May 20, 2026</li><li>
Compensation: $160,390 Annually. Note: While this classification reflects a salary range, an appointment to this job class will enter at Step 5, $160,390 Annually</li><li>
Recruitment ID: RTF0163105-01156825/ PBT-6235-163106</li></ul>
San Francisco International Airport (SFO) is one of the most dynamic and consequential airports in the world, serving as the primary international gateway to Northern California and Silicon Valley. As an enterprise department of the City and County of San Francisco, SFO welcomes over 54 million guests annually and offers nonstop service to more than 140 destinations worldwide on 50+ airlines.
SFO is far more than a transportation hub. It is a recognized leader in environmental sustainability, equity, arts and culture, and forward-thinking infrastructure. With approximately 1,900 City employees and a broader community of more than 25,000 workers across airlines, concessionaires, and partners, SFO generates significant economic vitality across the Bay Area region.
Our mission is to deliver an airport experience where people and our planet come first. Our core values of Safety and Security, Teamwork, Excellence, Care, and Equity guide everything we do as we build a supportive, purpose-driven workplace where all employees can thrive.
SFO is proud to be an equal opportunity employer committed to a diverse, equitable, and inclusive workplace. We welcome candidates of all backgrounds, identities, and lived experiences. Applicants are considered regardless of race, sex, age, religion, color, national origin, ancestry, disability, genetic information, marital status, sexual orientation, gender identity or expression, military and veteran status, or other protected category under applicable law.
Learn more about careers at SFO at flysfo.com, and follow us on Facebook, Instagram, YouTube, LinkedIn, Bluesky and Threads. 
Job Description 
Under direction, the Heating and Ventilating Inspector is responsible for ensuring the safe and reliable operation of SFO&rsquo;s complex heating, ventilation, and industrial exhaust systems by inspecting equipment for compliance with applicable codes, laws, and ordinances. This position is responsible for explaining and interpreting regulations related to warm air heating units, mechanical ventilation systems, air-conditioning duct systems, and industrial exhaust systems; interacting regularly with the public, department personnel, and outside organizations regarding code compliance; and preparing and submitting details reports of inspection activities. 
<ul><li>
Reviews, plans, specifications, and construction documents for complex HVAC, mechanical, industrial exhaust, smoke control, and related systems to ensure compliance with federal and state codes, the California Mechanical Code, city ordinances, and Airport standards.</li><li>
Conducts field inspections of installed HVAC, mechanical ventilation, air‑conditioning, ductwork, and industrial exhaust systems to verify compliance with approved plans, shop drawings, codes, installation standards, and Airport Tenant Improvement Guide requirements.</li><li>
Interprets and explains mechanical codes, laws, regulations, and Airport standards to tenants, contractors, design professionals, and members of the public; enforces code requirements as needed.</li><li>
Investigates complaints related to HVAC and mechanical system code violations; documents findings, issues correction notices or citations, and recommends or orders necessary corrective actions.</li><li>
Evaluates existing HVAC and mechanical systems; identifies deficiencies and recommends upgrades, repairs, or improvements consistent with codes, industry best practices, energy‑efficiency goals, and Airport standards.</li><li>
Coordinates with Airport Divisions and Bureaus, the Fire Department, San Mateo County officials, and design professionals to clarify code requirements, resolve issues, and support safe and compliant construction</li><li>
Monitors construction activities for quality control, including methods, materials, design conformance, and workmanship. Works with contractors, tenants, and Airport personnel during construction to troubleshoot and resolve problems promptly.</li><li>
Attends construction progress meetings, safety meetings, and specialized training sessions; contributes to development and improvement of section policies, procedures, and work practices.</li><li>
Conducts annual inspections of buildings containing heating, ventilating, air‑conditioning, and industrial exhaust systems and prepares documentation of findings.</li><li>
Prepares clear, accurate, and professionally written inspection reports, daily activity reports, correction notices, and correspondence.</li><li>
Shares relevant information with Section staff regarding projects, safety matters, code updates, and Airport policies through daily communication and regular meetings.</li><li>
Performs related duties as assigned.</li></ul> 

Qualifications 
<ul><li>
Education: Possession of a high school diploma or equivalent (G.E.D. or High School Proficiency Examination)</li></ul>
AND<ul><li>
Experience: Four (4) years experience as a journeyman in construction or inspection of industrial or commercial systems of heating or ventilating, one (1) year of which must have been as a foreman or supervisor</li></ul>
Notes: 
1. Upon appointment to employment, and then on annual basis, employees may be required to pass a State mandated Respirator Medical Examination and be clean shaven for respirator and self-contained breathing apparatus fittings.
2. Possession of an International Conference of Building Officials (ICBO) Commercial Mechanical Inspector Certification, or International Association of Plumbing and Mechanical Officials (IAPMO) California Mechanical Code Inspector certification, is required within twelve (12) months from the date of appointment.
3. Employees must also pass CPR training annually and First Aid training every three (3) years.
One-year full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40-hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.
Note: Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.
Desirable Qualifications:
The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.<ul><li>
Experience working on high-rise buildings with smoke control HVAC systems</li><li>
Experience reviewing mechanical plans for code compliance</li><li>
Proficiency with Microsoft Suite (Word, Excel &amp; Visio)</li><li>
Experience using Bluebeam for reviewing and marking up drawings</li></ul> 
Verification of Education and Experience:
Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Review SF Careers Employment Applications for considerations taken when reviewing applications.
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://careers.sf.gov/knowledge/experience-education/
Note: Falsifying one&rsquo;s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.
All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.
Resumes will not be accepted in lieu of a completed City and County of San Francisco application. 
Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.
Selection Procedures:
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:
Oral/ Performance Examination (Weight: 100%)
Candidates who meet the minimum qualifications will be invited to participate in an oral/ performance examination designed to measure their relative knowledge, ability and skill levels in job related areas. Written, assessment type, or other performance-based exercises may be utilized.
A passing score must be achieved on the Oral/Performance Examination in order to continue in the selection process and be placed/ranked on the Eligible List Score Report.
NOTE: Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.
Transportation Security Administration (TSA) Security Clearance:
Candidates for employment with the San Francisco Airport Commission are required to undergo a criminal history record check, including FBI fingerprints, and Security Threat Assessment in order to determine eligibility for security clearance and may be required to undergo drug/alcohol screening. Per Civil Service Commission Rule Section 110.9.1, every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination. Failure to obtain and maintain security clearance may be basis for termination from employment with the Airport Commission. 
Customs Clearance: This position requires that the incumbent be qualified for unescorted access to the San Francisco International Airport U.S. Customs Security Area. An application for a U.S. Custom Access Seal may be submitted to Customs ONLY after employment has commenced. Employment in this position requires that the incumbent submit an application for, successfully acquire and maintain a Customs Access Seal. Per Civil Service Commission Rule 110.9.1, every applicant must possess and maintain the qualifications required by law and by the examination announcement for this examination. Failure to acquire or maintain customs access, a requirement for this position, may be basis for termination from employment with the Airport Commission. Customs Access Seal requirements and procedures are located in the Code of Federal Regulations, Title 19, Part 122, Sections 181 or 189. 
Additional Information 
Eligible List/Score Report: 
A confidential eligible list of applicant names that have passed the civil service examination process will be created and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.
The duration of the eligible list resulting from this examination process will be six (6) months and may be extended with the approval of the Human Resources Director.
To find Departments which use this classification, please see the city&rsquo;s Position Counts by Job Codes and Departments.
Certification: The certification rule for the eligible list resulting from this examination will be Rule of the List. The hiring department may administer additional position-specific selection procedures prior to making final hiring decisions. 
Terms of Announcement and Appeal Rights:
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.sf.gov/.
The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is &lsquo;abuse of discretion&rsquo; or &lsquo;no rational basis&rsquo; for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.
Additional Information Regarding Employment with the City and County of San Francisco:<ul><li>
Information About the Hiring Process</li><li>
Conviction History</li><li>
Employee Benefits Overview</li><li>
Equal Employment Opportunity
</li><li>Disaster Service Worker</li><li>
ADA Accommodation</li><li>
Veterans Preference</li><li>
Seniority Credit in Promotional Exams
</li><li>Right to Work</li><li>
Copies of Application Documents</li><li>
Diversity Statement
</li></ul>Where to Apply
All job applications for the City and County of San Francisco must be submitted through our online portal. Please visit https://careers.sf.gov/ to begin your application process.
Computers are available for the public (9:00 a.m. to 4:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor and at the City Career Center at City Hall, 1 Dr. Carlton B. Goodlett Place, Room 110.
Ensure your application information is accurate, as changes may not be possible after submission. Your first and last name must match your legal ID for verification, and preferred names can be included in parentheses. Use your personal email address, not a shared or work email, to avoid unfixable issues.
Applicants will receive a confirmation email from notification@smartrecruiters.com that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.
If you have any questions regarding this recruitment or the application process, please contact Caryn Hom at caryn.hom@flysfo.com.
Recruitment ID: RTF0163105-01156825<div></div>
The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.</div>

Heating and Ventilating Inspector (6235) - Facilities - SFO (163106)

XL Construction

<div><div>The Senior Superintendent partners closely with project management, preconstruction, and executive teams, while providing mentorship to Superintendents and Assistant Superintendents. This role requires mastery of field operations, a strong understanding of technical scopes, and an ability to lead large cross-functional teams with excellence.</div><div></div><div>
</div><div>
What You Will Do:</div><div>
</div><div>
Leadership &amp; Strategy</div><ul><li>
Serve as the field operations executive on special projects; oversee field planning, execution, and performance.</li><li>
Lead and mentor multiple Superintendents, Assistant Superintendents, and General Foremen; provide direction on staffing, development, and accountability.</li><li>
Partner with Project Executives and Project Managers to align construction approach, schedule, budget, and risk management strategies.</li><li>
Ensure safety, quality, and production expectations are upheld across all field operations.</li></ul><div>
Project Oversight &amp; Execution</div><ul><li>
Lead preconstruction planning and field logistics for assigned projects; influence sequencing, BIM coordination, and constructability.</li><li>
Review scopes of work, contracts, and schedules for clarity and alignment with field operations.</li><li>
Oversee development and updates of master schedules (Primavera P6) and short interval planning tools.</li><li>
Resolve complex field issues in coordination with engineering, design, client, and trade partners.</li></ul><div>
Workforce &amp; Team Management</div><ul><li>
Manage labor deployment, including dispatching crews and coordinating with workforce development partners.</li><li>
Lead field debriefs, post-project reviews, and continuous improvement efforts to enhance future project delivery.</li><li>
Foster a high-performance culture by modeling XL&rsquo;s core values and holding field teams accountable to excellence.</li></ul><div>
Financial &amp; Risk Management</div><ul><li>
Provide input on financial forecasting, manpower loading, and production tracking.</li><li>
Support negotiation and resolution of change orders, delays, and subcontractor disputes.</li><li>
Ensure contracts, insurance, permits, and compliance documentation are in place and enforced.</li></ul><div>
Client &amp; Stakeholder Relations</div><ul><li>
Act as primary field liaison with clients, consultants, inspectors, and trade partners.</li><li>
Represent the company with professionalism and integrity; support business development by maintaining strong client relationships.</li></ul><div>
</div><div>
What You Will Bring:</div><div>
</div><div>
Experience</div><ul><li>
10+ years of construction field leadership experience, including 5+ years managing Superintendents on ground up projects.</li><li>
Proven track record of delivering complex commercial, healthcare, education, life sciences, or mission-critical projects.</li></ul><div>
Technical Skills</div><ul><li>
Expertise in reading and interpreting construction documents, schedules, and specifications.</li><li>
Strong command of field software: Procore, Exaktime, Egnyte, Bluebeam, P6/MS Project, Microsoft Office Suite.</li><li>
Deep understanding of sequencing, safety regulations (Cal/OSHA), QA/QC best practices, and labor compliance.</li></ul><div>
Certifications</div><ul><li>
OSHA 30 Certification required.</li><li>
First Aid/CPR Certification preferred.</li></ul><div>
Leadership &amp; Communication</div><ul><li>
Ability to lead large field teams, build trust with stakeholders, and drive results through influence and accountability.</li><li>
Excellent written and verbal communication skills; adept at leading meetings, resolving conflict, and guiding teams through complex issues.</li></ul><div></div><div> 
</div><div>
Compensation &amp; Benefits</div><div>
The base salary range for this role is $175,000 to $200,000 annually, in accordance with California pay transparency requirements. Final compensation is determined based on experience, qualifications, and location.</div><div>
Senior Superintendents at XL Construction are eligible for:</div><ul><li>
Annual performance bonus</li><li>
Company truck or vehicle allowance</li><li>
Health, dental, vision insurance</li><li>
401(k) plan with company match</li><li>
Paid time off (PTO) starting at 3+ weeks</li><li>
Professional development support and leadership training</li></ul></div><div></div>

Sr Superintendent

Cooley LLP

<div>Cooley is seeking a Practice Team Assistant to join our San Francisco Business Department.
About Cooley: Cooley is a global law firm with an expansive practice and more than 3,000 employees and partners worldwide. We value and celebrate diverse perspectives and strive to create a workplace where every individual can thrive. At the core of Cooley&rsquo;s success is the exceptional talent and unwavering spirit of our people. We embrace individuality while fostering a &lsquo;one-firm&rsquo; culture where collaboration and creativity thrive. Our people are the foundation of our success and the driving force behind everything we do.
Hybrid Schedule Philosophy: As part of the Cooley culture, we recognize and appreciate the value of being together, in person, to build comradery with others in the office and to be a contributing member of the Cooley office. However, we also appreciate the benefits and flexibility that come from remote working. As such, the default assumption for employees and partners is a hybrid schedule: some in-office presence and some work from home days absent certain essential in-office roles that require five (5) days/week in-office.
Position summary: The Practice Team Assistant is responsible for providing administrative and clerical support for various administrative projects and duties in support of the timekeepers, Legal Support Assistants, Legal Support Specialists in the assigned practice group(s). Specific duties include, but are not limited to, the following:
Position responsibilities:<ul><li>
Open and organize all interoffice mail for team members</li><li>
Answer timekeeper phones as necessary (will ring on assigned legal secretary desk, but calls may be auto forwarded to assistant when legal secretary is out)</li><li>
Assist with lunch orders, car service and other scheduling tasks, as needed</li><li>
Greet visitors; escort them to appropriate meeting rooms and provide them with amenities, as needed</li><li>
Provide administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence for signature, arranging conference calls, setting up web meetings, retrieving corporate documents and updating contact databases</li><li>
Review, proof all documents prepared for accuracy, completeness and grammar and syntax</li><li>
Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors&rsquo; full confidence and trust in all interactions</li><li>
As requested, schedule, coordinate and confirm meeting space and relevant attendees for team member meetings.</li><li>
As requested, coordinate travel arrangements</li><li>
Prepare and process expense reports, check requests, travel, health club reimbursement forms, etc. in accordance with accounting guidelines</li><li>
Track relevant travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits and refunds through to completion</li><li>
Prepare documents to support team members with overflow work which may include revisions, edits, and proofreading end product</li><li>
Assist with internal procedures for the preparation of audit letter responses when needed and where applicable</li><li>
On behalf of the timekeepers, enter and submit time entries. As requested, maintain file copies of released time</li><li>
Create and maintain files, including chronological files and indexes not stored in Information Governance department</li><li>
Complete e-filing in the firm&rsquo;s document management system, as requested</li><li>
Keep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as necessary</li><li>
Complete all document processing and correspondence assignments accurately and within timekeepers&rsquo; stated timeframes</li><li>
Prepare and arrange messenger service, copy center and facsimile requests, as needed</li><li>
Copy documents that are not appropriate to send to the copy center</li><li>
Scan documents into PDF format</li><li>
Print large PDF documents and emails</li><li>
Burning and label CDs and DVDs</li><li>
Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney&rsquo;s contacts and updating, maintaining and resolving conflicts within the CRM tool</li><li>
Coordinate and assist with other special projects, as required</li><li>
Assist other team members and timekeepers with various administrative tasks</li><li>
All other duties as assigned or required</li></ul>
Skills and experience:
Required:<ul><li>
After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications</li><li>
Available to work overtime, as required</li></ul>
Preferred:<ul><li>
Bachelor&rsquo;s degree</li><li>
Previous general office experience</li><li>
Previous law firm or professional services industry experience</li></ul>
Competencies:<ul><li>
Ability to complete tasks independently in a fast-paced environment for multiple assigned timekeepers while working as part of a team</li><li>
Pro-actively prioritize work assignments and consistently meet deadlines</li><li>
Demonstrate initiative, diplomacy, and tact</li><li>
Ability to consistently deliver high-quality work with attention to detail in proofreading, writing, and communication</li><li>
Engage in a professional and polite manner with clients, colleagues, and others</li><li>
Reliable, committed, organized, and punctual</li><li>
Strong administrative and secretarial skills</li><li>
Excellent verbal (both listening and speaking) and written communication skills</li><li>
Ability to function well as a team member</li></ul>
Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EEO.
The expected hourly pay range for this position with a work schedule of 40 hours per week is $29.00 - $35.00 ($60,320.00 - $72,800.00 annually).
We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&amp;D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&amp;D, LTD, short term medical benefits as well as 20 days of Paid Time Off (&ldquo;PTO&rdquo;) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.</div>

Practice Team Assistant

BRICKHOUSE

Overview Join our dynamic team as an Administrative Assistant/Bookkeeper, where your expertise will drive the financial health and operational efficiency of our organization. This role offers a vibrant environment for detail-oriented professionals passionate about managing financial records, supporting administrative functions, and ensuring compliance with accounting standards. You&rsquo;ll play a crucial part in maintaining accurate financial data, streamlining processes, and supporting organizational growth through meticulous bookkeeping and administrative support.Responsibilities<ul><li>Manage day-to-day bookkeeping tasks using QuickBooks, to ensure accurate recording of financial transactions.</li><li>Perform bank reconciliations, account reconciliations, and general ledger accounting to maintain precise financial records aligned with GAAP (Generally Accepted Accounting Principles).</li><li>Process accounts payable and accounts receivable, including invoice management, payment processing, and vendor communication.</li><li>Prepare journal entries, conduct balance sheet reconciliation, and perform general ledger reconciliation to ensure financial accuracy.</li><li>Support payroll processing and tax-related activities, ensuring compliance with governmental accounting standards and regulations.</li><li>Assist in budgeting processes by analyzing financial data and preparing detailed reports for management review.</li><li>Write clear financial reports, analyze account activity through account analysis, and support technical accounting tasks related to governmental or non-profit organizations.</li><li>Assist with additional administrative work with other event-based programs, inventory and POS.</li></ul>Experience<ul><li>Proven experience working with accounting software such as QuickBooks, Xero, Sage, or similar platforms is essential.</li><li>Strong understanding of corporate accounting principles, including double entry bookkeeping, debits &amp; credits, journal entries, and financial concepts.</li><li>Experience in non-profit or governmental accounting is highly desirable.</li><li>Familiarity with GAAP standards and experience performing account reconciliation and bank reconciliation tasks.</li><li>Knowledge of payroll processing, tax regulations related to finance operations, and accounts payable/receivable management.</li><li>Ability to perform 10 key typing efficiently while maintaining high accuracy in data entry.</li><li>Prior experience in public accounting or technical accounting roles will be considered an asset. Embark on a rewarding career where your skills in bookkeeping and administrative support will make a tangible difference! We&rsquo;re committed to fostering an environment that values precision, transparency, and continuous improvement&mdash;empowering you to thrive professionally while contributing to our organizational success.</li></ul>Pay: $27.16 - $32.71 per hourWork Location: Hybrid remote in San Francisco, CA 94107

Administrative Assistant/Bookkeeper

BURKE + CO.

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 BURKE+CO.
 
 
 
 www.burketalent.com
 
 
 
 
 
 
 
 
 
 THE GIST:
 
 
 
 Our client, an established, Bay Area&ndash;based private investment firm, is seeking a highly organized and proactive Administrative Assistant to support multiple senior leaders in its San Francisco office. This is a dynamic, fast-paced role ideal for someone who thrives on precision, anticipates needs, and operates with a high level of professionalism and discretion. You'll gain meaningful exposure to the inner workings of a private investment firm that values work/life balance and a supportive environment.
 
 
 
 
 
 This is an excellent opportunity to join a collaborative, high-performing team at a respected investment firm!
 
 
 
 
 
 
 
 
 
 
 
 
 THE NITTY GRITTY:
 
 
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 Provide comprehensive administrative support to multiple senior executives
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 Manage complex and ever-changing calendars, including scheduling, prioritization, and meeting coordination
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 Coordinate domestic and international travel, including detailed itineraries
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 Track, reconcile, and process expense reports
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 Organize meetings, prepare conference rooms, and develop presentation materials
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 Maintain and update internal CRM systems for pipeline and deal tracking
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 Coordinate catering and daily office logistics (including team lunches)
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 Partner closely with the broader administrative team to ensure seamless operations
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 Provide backup support across the admin team as needed
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 Assist with special projects and ad hoc initiatives
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 THE ESSENTIALS:
 
 
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 3+ years of executive or administrative support experience
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 Prior experience in financial services, private equity, or professional services strongly preferred
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 Bachelor&rsquo;s degree preferred
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 CRM experience a plus! (Salesforce preferred)
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 Exceptional attention to detail and organizational skills
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 Strong interpersonal skills with a service-oriented mindset
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 Ability to manage multiple priorities with efficiency and discretion
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 Team-oriented with a proactive, &ldquo;no task too small&rdquo; attitude
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 THE CHERRY ON TOP:
 
 
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 Join a strong &amp; supportive admin team with great company culture and work/life balance!
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 Opportunity to work closely with senior leadership at a respected investment firm
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 LOCATION:
 
 San Francisco, CA (Onsite - flexible WFH Fridays)
 
 
 
 
 
 
 
 
 
 COMPENSATION:
 
 $90k-120k base salary + bonus + benefits (exact compensation will vary based on skills, experience, and expertise)
 
 
 
 
 
 
 
 
 
 
 
 What are you waiting for?
 
 BURKE UP!
 
 Email your resumes today to hello@burketalent.com
 
 
 You can view our other open jobs at: www.burketalent.com (Refer a friend + get a taste of our generous referral bonus program)
 
 
 
 
 
 
 
 
 
 *Compensation is aligned with experience, level, and role scope. Most offers fall within the mid-range, with the top of the band generally reserved for candidates with extensive, directly relevant backgrounds. Leveling is determined during the interview process
 
 
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Administrative Assistant - Investment Firm

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