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Mattson Resources
https://www.mattsonresources.com/wp-content/uploads/2022/01/sm-logo-200x200-1.png
http://www.mattsonresources.com
http://www.mattsonresources.com
USD
80000
103000
YEAR
true
Office Manager-Oakland
Posted: 12/16/2025
2025-12-16
2026-02-22
Employment Type:
Direct Hire
Industry: Administrative Support
Job Number: 20976
Pay Rate: 80000-103000
Job Description
Job Title: Office Manager
Location: Oakland, CA
Schedule: Full-Time-onsite
Job Summary
We are 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 and requires discretion, adaptability, and strong organizational skills.
Key Responsibilities
Administrative Support
Education
This role offers the opportunity to work in a dynamic operational environment with minimal supervision, high responsibility, and meaningful interaction across departments. If you are self-motivated, dependable, and thrive in a fast-paced setting, we encourage you to apply.
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Location: Oakland, CA
Schedule: Full-Time-onsite
Job Summary
We are 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 and requires discretion, adaptability, and strong organizational skills.
Key Responsibilities
Administrative Support
- 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
Education
- High school diploma required
- Business college coursework or equivalent experience preferred
- 3–5 years of administrative experience supporting senior leadership in a fast-paced environment
- Strong computer and word-processing skills
- Experience in transportation, maritime, or international operations preferred
- 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
This role offers the opportunity to work in a dynamic operational environment with minimal supervision, high responsibility, and meaningful interaction across departments. If you are self-motivated, dependable, and thrive in a fast-paced setting, we encourage you to apply.
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Explore exciting job opportunities in the vibrant area around Oakland, California! Known for its eclectic mix of cultures, thriving arts scene, and stunning views of the San Francisco Bay, Oakland offers a unique blend of urban energy and natural beauty. Home to landmarks like Jack London Square and the Oakland Museum of California, as well as renowned eateries serving up delicious cuisine from around the world, this region is a melting pot of creativity and innovation. With professional sports teams like the Golden State Warriors and the Oakland Athletics, plus an array of theaters, parks, and recreation areas like Redwood Regional Park, job seekers in Oakland can enjoy a dynamic work-life balance unlike anywhere else. Embrace the charm and endless possibilities that Oakland has to offer - your next career opportunity awaits!