Mattson Resources · 3 weeks ago
Office Manager-Oakland
Oakland, CA
Full-time
Onsite
Mid Level
$80K/yr - $103K/yr
3+ years expMattson Resources is seeking a highly organized and professional Office Manager to provide administrative and operational support to senior onsite staff in a fast-paced terminal environment. This role is critical to the smooth day-to-day functioning of the office and terminal operations, requiring discretion, adaptability, and strong organizational skills.
ConsultingHuman ResourcesInformation Technology
Responsibilities
Provide administrative support to terminal staff, including preparation and distribution of correspondence, reports, billings, and documentation
Serve as a primary point of contact by professionally answering and directing calls and inquiries
Greet visitors, monitor the front office, and notify appropriate staff of arrivals
Coordinate meetings, special events, and business-related activities from setup through completion
Assist with employee business travel arrangements
Track and manage R.A.P. requests and approvals
Maintain business registrations, licenses, records, and document management systems
Manage incoming and outgoing mail and deliveries
Assist in tracking and reporting terminal cost measurements and operational metrics
Maintain data, reconcile reports, and assist with financial documentation and asset tracking
Manage office supplies, service agreements, equipment schedules, and renewals
Reconcile credit card purchases and submit payment requests
Review and verify staff attendance records
Prepare and distribute new hire notifications and employer-related correspondence
Receive, review, and route invoices for approval and ensure timely submission to Accounts Payable
Assist managers with accounts payable and receivable processes
Follow up with vendors to maintain current Certificates of Insurance (COIs)
Maintain DMV records and certificates of title for company units
Coordinate with Port of Oakland personnel as needed regarding operational and agreement requirements
Provide support related to shore power tracking, reporting, and invoice reconciliation
Qualification
Required
High school diploma required
3–5 years of administrative experience supporting senior leadership in a fast-paced environment
Strong computer and word-processing skills
Proficiency in Microsoft Office Suite
Strong data entry and reporting skills
Excellent organizational and multitasking abilities
Ability to work under pressure and adapt to changing priorities
Professional demeanor with strong customer service orientation
Clear and effective communication skills
Detail-oriented, responsive, and team-focused
Preferred
Business college coursework or equivalent experience preferred
Experience in transportation, maritime, or international operations preferred
Company
Mattson Resources
Mattson Resources is a staffing and recruiting company that provides business staffing solutions.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase