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Office Coordinator - Veterans Covert Protection Group (VCPG) | Pleasanton, CA

Pleasanton, California•Full-time
$25+ hourly
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About the Job
Position Overview:
We are looking for a highly organized and dependable Office Coordinator who takes pride in follow-through and ensures nothing falls through the cracks. This role is critical to our daily operations and supports multiple team members across the organization. If you thrive on structure, communicate clearly, and take ownership without being asked twice — we want to hear from you.

Schedule & Compensation:
  • Monday – Friday, 9:00 AM – 5:00 PM
  • $25.00 per hour
  • Paid 30-minute lunch break
  • 40 hours of paid sick leave annually

Key Responsibilities:
Administrative Support:
  • Answer and route incoming office calls professionally
  • Conduct intake for new client inquiries — gather details, log information, and flag by priority
  • Monitor the office email inbox and respond or route as needed
  • Manage calendar invites and scheduling based on verbal direction
  • Maintain organized records of client inquiries, contacts, and internal notes
  • Track key dates, deadlines, and action items — and follow up until closed
  • Support leadership with administrative tasks and follow-up
Operations & Scheduling:
  • Oversee employee scheduling and ensure accuracy
  • Restructure and maintain the internal company platforms for efficiency and accessibility
  • Maintain organized digital and physical filing systems
  • Manage the issuance and return of uniforms and duty gear
  • Conduct monthly inventory audits to maintain accountability
Office & Vendor Coordination:
  • Liaise with vendors and property management as directed
  • Maintain and order office and kitchen supplies as needed
  • Ensure the office remains operational, stocked, and presentable at all times
Financial Support:
  • Manage receipts and forward documentation to the Finance Department
  • Assist with invoicing and document handling as directed

Who You Are:
  • Proven experience in an administrative or office support role
  • Exceptional follow-through — you close the loop, every time
  • Strong written and verbal communicator
  • Highly organized with sharp attention to detail
  • Proficient in Google Workspace
  • Self-starter who takes ownership and works independently
  • Discreet, dependable, and calm under pressure
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