Office Administrator

Huntington Beach, CA

Full Time

Experienced

CAL IT Group is a growing full-service Managed Services Provider (MSP) currently seeking an Office Administrator to support our daily operations, teams, and clients. This role plays a key part in keeping our office running smoothly while supporting financial, sales, and technical processes.

Role Overview:
As the Office Administrator, you will oversee office operations, coordinate with internal teams and customers, and assist with administrative, financial, sales, and technical tasks. You will also help track performance metrics and operational compliance, while handling confidential information with discretion and professionalism.

Key Responsibilities:

Office Operations & Administration

Manage office supplies and vendor relationships to ensure adequate stock
Oversee general administrative workflows and support special projects
Schedule and coordinate meetings internally and with clients
Organize and maintain the office environment for efficiency and productivity

Partner & Customer Communications

Monitor business owner emails and phone calls daily
Prioritize tasks and escalate as needed
Coordinate customer meetings and follow-ups
Maintain professional communication standards with all partners and clients

Financial & Invoicing Support

Prepare and send invoices accurately and on schedule
Track invoice status and follow up on outstanding payments
Deposit checks and manage customer accounts in QuickBooks
Pay office bills and maintain financial records for reporting purposes

Sales & CRM Support

Assist in maintaining CRM data, ensuring accuracy and consistency
Support the sales team with reporting, data entry, and lead tracking

Technical Operations & Oversight

Assist technical teams with operational tasks, monitoring KPIs and SLAs
Support cybersecurity and compliance processes, such as policy tracking and security awareness training
Track project progress, generate operational reports, and ensure adherence to standards and procedures

Required Skills & Qualifications:

Proven experience in office management, administrative support, or similar roles
Experience with QuickBooks and CRM systems (e.g., Salesforce, HubSpot) preferred
Strong organizational skills, attention to detail, and ability to multitask
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite
Ability to work independently and collaborate effectively with internal teams

Working Conditions:

Desk-based work with extended hours using a computer, keyboard, and mouse.

Additional Information:

This job description is not all-inclusive; other duties may be assigned to meet organizational needs.

Compensation/Benefits:
-Ten paid holidays per year
-Paid time off
-Paid Sick time
-401(k) with matching
-Health insurance
-Dental insurance
-Vision insurance
-Volunteer time off
-Casual work environment
-Cell phone reimbursement
-Professional development assistance
-Referral program

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Are you willing to work full-time on-site at our Huntington Beach office?*

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How many years experience do you have managing daily office operations?*

How many years experience have do you have with bill payment, or financial record-keeping in QuickBooks or a similar system?*

Have you worked with a CRM system (e.g., Salesforce, HubSpot) for data management or sales support? If yes, how many years?*

Have you coordinated meetings or schedules with internal teams and external clients?*

Have you handled confidential or sensitive information in a prior role?

Have you managed office supplies, vendors, or procurement processes?*

Have you tracked KPIs, SLAs, or operational metrics?*

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Have you supported sales, reporting, or administrative processes in a professional setting? If Yes, now many years?*

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Office Administrator

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