Benefits:- Competitive salary
- Health insurance
- Training & development
Department: Administration / Operations
Reports To: Office Manager / Operations Manager
Location: South San Francisco, CA
Employment Type: Full-Time
Position Summary
The Office Administrator is responsible for supporting the daily administrative and operational functions of Alvarado Tile Stone and Showroom Inc. This position serves as the central point of communication between customers, vendors, project managers, warehouse personnel and installers.
Essential Duties and Responsibilities
Administrative Support
- Answer and direct incoming phone calls professionally.
- Respond to customer and vendor emails promptly.
- Greet visitors and clients.
- Maintain organized electronic and physical filing systems.
- Prepare letters, reports, spreadsheets, and other company documents.
- Maintain office supplies and coordinate office purchases.
Scheduling & Coordination
- Schedule slab and tile deliveries and pickups.
- Coordinate installation schedules with project managers.
- Confirm appointments with customers and vendors.
- Maintain daily office calendars.
- Communicate schedule changes promptly to all parties
Customer Service
Serve as the primary point of contact for customer inquiries.
- Assist customers with scheduling and project updates.
- Follow up regarding deliveries, installations, and outstanding issues.
- Maintain professional relationships with clients.
Vendor Coordination
- Communicate with suppliers regarding:
- Material availability
- Lead times
- Shipping
- Pricing
- Delivery schedules
- Request quotes and maintain vendor pricing information.
- Coordinate receiving appointments.
Purchasing Support
- Assist with purchase orders.
- Verify material quantities and pricing.
- Track special orders.
- Monitor backorders and expected delivery dates.
Project Support
- Assist Project Managers with:
- Documentation
- Change Orders
- Material tracking
- Customer communication
- Scheduling
- Maintain project folders and documentation.
Warehouse Communication
- Coordinate deliveries with warehouse staff.
- Verify receiving schedules.
- Communicate incoming material information.
- Assist with inventory documentation.
Required Qualifications - High school diploma or GED.
- Minimum 2 years of office administration experience.
- Excellent written and verbal communication.
- Strong organizational skills.
- Ability to prioritize multiple tasks.
- Strong attention to detail.
- Professional demeanor.
- Excellent customer service skills.
- Ability to work independently.
Preferred Qualifications- Experience in the construction industry.
- Experience in the tile, stone, or flooring industry.
- Experience with project coordination.
- Knowledge of purchase orders and invoices.
- Experience with shipping and logistics.
- Bilingual (English/Spanish) preferred.
Technical Skills- Microsoft Word
- Microsoft Excel
- Adobe PDF
- Microsoft Teams
- Google Workspace
Physical Requirements- Sit for extended periods.
- Frequently use a computer and telephone.
- Occasionally lift up to 25 pounds.
- Walk between office and warehouse as needed.
Work EnvironmentThis position is primarily office-based within a construction and warehouse environment. The employee may occasionally visit the warehouse to coordinate deliveries, communicate with warehouse staff, or verify incoming materials.
Benefits- Competitive hourly pay based on experience.
- Paid holidays.
- Paid vacation.
- Opportunities for professional growth.
- Supportive team environment.
- Ongoing training and development.
Equal Employment Opportunity
Alvarado Tile Stone and Showroom Inc. is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs. We are committed to creating an inclusive workplace where all employees are treated with respect and professionalism.