Administrative Assistant Job at Prodigy Resources, Stanford, CA

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  • Prodigy Resources
  • Stanford, CA

Job Description

STANFORD UNIVERSITY

We are seeking a detail-oriented Contract Services Administrator to support document management, vendor coordination, and compliance tracking. This role requires strong administrative skills, a technical mindset, and the ability to maintain organized systems across various platforms.

Qualifications

  • Proven administrative experience in calendaring, inventory management, or related functions
  • Exposure to facilities management, vendor services, or regulatory compliance is a plus
  • Proficiency in data entry, system setup, and information tracking
  • Familiarity with asset and vendor management best practices
  • Advanced skills in Microsoft Excel (including VLOOKUP) and Smartsheet

Key Responsibilities

Document Management

  • Scan, rename, file, and distribute compliance documents (e.g., elevator inspections, fire testing reports)
  • Ensure accurate labeling and consistent organization using standardized naming conventions
  • Maintain a centralized, easily accessible digital archive of documentation

Quality Assurance

  • Create and follow quality control checklists to verify accuracy at each stage of documentation
  • Regularly audit and improve document handling processes to minimize errors

Vendor and Compliance Coordination

  • Support vendor management efforts, including initial data gathering and communication tracking
  • Assist with setting up databases, calendars, and file structures to streamline compliance workflows
  • Contribute to the development and refinement of tracking tools and reporting mechanisms

Reporting and Updates

  • Provide weekly status updates, highlighting progress and identifying potential areas for improvement
  • Collaborate with internal stakeholders to refine administrative systems and ensure compliance requirements are met

Job Tags

Contract work,

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