Administrative Assistant / Office Manager
OVERVIEW
The Administrative Assistant / Office Manager at GoodJava provides administrative support to our team. The Administrative Assistant / Office Manager is responsible for managing calendars, scheduling meetings, handling correspondence, office supplies/restocking, facility maintenance, and assisting with project coordination. The Administrative Assistant / Office Manager communicates with clients, follow-through with any questions or notes from client interactions, and will identify different projects and communications in an organized and professional manner.
KEY RESPONSIBILITIES
Scheduling & Calendar Management: Organizing meetings, team stand-ups, sprint planning sessions, interviews, and client calls.
Travel Coordination: Booking travel and accommodations for conferences, client visits, or remote team meetups.
Expense Reporting: Collecting and submitting receipts, handling reimbursements, and supporting budget tracking.
Document Management: Organizing contracts, NDAs, HR forms, and technical documentation in shared systems (e.g., Google Drive, Pipedrive CRM).
Internal Communication: Sending team-wide updates, announcements, or onboarding/offboarding messages.
Meeting Notes: Taking and distributing meeting minutes, especially for project status or cross-functional meetings.
Client Communication Support: Assisting with prep for client demos or coordinating calls between developers and clients.
Invoicing: Prepare, distribute, and track to clients
Access Management: Helping manage user access to tools like Teamwork, Slack, etc.
License Tracking: Monitoring software subscriptions and renewal dates (e.g., IDEs, collaboration tools).
Vendor Coordination: Interacting with external vendors for equipment, services, or software.
Task Tracking: Assisting with Jira board updates, task reminders, or status check-ins.
Deadline Monitoring: Helping track deliverables and flag overdue items to managers.
Team Engagement: Sending birthday/anniversary reminders, maintaining kudos boards, or gathering feedback.
Office supplies and kitchen stocking
Social Media Management (LinkedIn, Facebook)
Other duties as assigned
QUALIFICATIONS
2+ years of experience as an administrative assistant or in a similar role required.
High school diploma or equivalent required.
Proficiency in MacOS, Google Workspace and other relevant software required.
Experience with Project Management software, such as “Jira” or “Teamwork” preferred.
Experience in a Software Development environment preferred
COMPETENCIES
Exceptional problem-solving skills.
Strong attention to detail.
Ability to work on multiple projects or tasks at the same time and in an organized manner.
Effective time management and prioritization skills.
Strong organizational skills
Teamwork capability to work with varying individuals of diverse backgrounds.
Supreme communication skills that will be utilized in all aspects of this role.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Frequently required to talk, hear and see.
Frequent use of hands to grasp, handle, or feel.
Regular standing, walking, sitting and reaching.
Occasionally lift up to 30 pounds.
ADDITIONAL REQUIREMENTS:
Employment with GoodJava is contingent upon:
Successful completion of a background check
Pre-employment drug screening
WORK ENVIRONMENT
Primarily operates in office environments.
Routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
Occasional travel may be required.
ACCOMMODATIONS
GoodJava Inc., is committed to providing equal employment opportunities to all employees and ensuring a workplace that is inclusive and accessible to individuals with disabilities. We provide reasonable accommodations to employees with disabilities to enable them to perform the essential functions of their positions.
