Location: San Jose, CA – 5 days onsite | Hours: 8:00am–5:00pm

We are seeking a highly organized, detail-oriented Administrative Assistant to provide comprehensive support for the operations of multiple care home facilities managed by our company. This role encompasses administrative tasks, bookkeeping tasks, and daily facility administration support. The ideal candidate will be reliable, tech-savvy, and possess strong organizational skills, with working knowledge of QuickBooks, Microsoft Office, and Google Drive applications. This position is based in San Jose with occasional visits to our facility locations in Salinas.

About The Role

The Administrative Assistant will provide day-to-day support across office operations, HR coordination, and administrative functions for multiple residential care home facilities. This role is ideal for someone who is highly organized, detail-oriented, and enjoys helping keep daily operations running smoothly in a professional and supportive environment. The team is seeking someone who is proactive, dependable, professional, and eager to support facility staff and administrators wherever needed.

Key Responsibilities

• Provide proactive administrative support to facility administrators, including data entry, filing, record maintenance, and professional correspondence.

• Organize and maintain digital and physical filing systems, shared drives, and confidential company records.

• Process receipts, expense documentation, payroll-related forms, and employee records with accuracy and attention to detail.

• Coordinate facility maintenance, repairs, vendor communication, and follow-up on work orders.

• Maintain and update operational systems for resident care, staff information, compliance tracking, and administrative alerts.

• Assist with resident appointments, medication records, employee onboarding, training tracking, and HR compliance documentation.

• Support daily office operations by handling mail, office supplies, scheduling, meeting coordination, and other administrative tasks as needed.

Required Qualifications

Education: 

• High school diploma or equivalent required.

• Some college coursework or administrative certification is preferred.

 Experience: 

• Minimum 1–2 years of experience in an administrative support role, preferably supporting management teams, executives, or multi-location operations.

• Previous experience in healthcare, residential care, property management, or similar professional office environments is preferred.

Skills: 

• Working knowledge of QuickBooks or similar accounting software, Microsoft Office Suite (Word, Excel, Outlook), and Google Workspace.

• Strong written and verbal communication skills for professional interaction with staff, vendors, management, and residents.

• Excellent organizational abilities and attention to detail in data entry, filing, and record maintenance.

• Strong time management, task prioritization, and multitasking abilities with the ability to meet deadlines.

• Problem-solving skills for resolving routine administrative and operational issues.

• Customer service mindset with a courteous, professional, and helpful approach to internal and external contacts.

• Strong ability to handle confidential payroll, HR, and business information with discretion and professionalism.

• Familiarity with project management or task tracking tools is a plus.

• Basic understanding of HR processes and employment documentation preferred.

• Previous experience in healthcare, residential care, or property management environments is advantageous.

• Professional demeanor and appearance suitable for representing the company.

Physical Requirements: 

• Ability to sit for extended periods while performing computer-based tasks.

• Ability to lift and carry up to 20 pounds for filing and supply management.

• Ability to travel occasionally to facility locations within the local area.

• Manual dexterity for filing, organizing documents, and general office tasks.

Additional Information

Training will be provided on company procedures, systems, and day-to-day operations to help ensure a smooth transition into the role. This position also offers opportunities for professional growth and skill development within the organization. The team environment is supportive and collaborative, with clear guidance and ongoing support from management and staff.