Office Administrator

Job Description

Job Description

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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