Administrative Assistant

Job Description

Job Description We are looking for a highly organized Administrative Assistant to support daily office operations in City of Industry, California. This Long-term Contract position is ideal for someone who excels at coordinating schedules, managing documentation, and providing responsive support across administrative and finance-related tasks. The role requires strong attention to detail, sound judgment, and the ability to handle multiple priorities in an onsite environment.

Responsibilities:
• Coordinate calendars, meetings, and travel arrangements while ensuring schedules remain accurate and up to date.
• Respond to inbound calls and general inquiries professionally, directing requests to the appropriate teams and maintaining a high level of customer service.
• Prepare, organize, and maintain records, files, and documentation to support administrative, hiring, and operational activities.
• Assist with invoice review, payment processing, purchase order handling, and expense tracking in partnership with finance and vendors.
• Support timekeeping activities by reviewing time sheets and helping maintain accurate administrative records.
• Distribute incoming communications such as faxes and other office correspondence, ensuring timely delivery and follow-up.
• Contribute to onboarding and training coordination by scheduling sessions, preparing materials, and supporting related administrative processes.
• Help improve office workflows by identifying process efficiencies and assisting with the creation of dashboards and reporting tools.• Proven experience in an administrative support role with strong organizational and multitasking abilities.
• Ability to deliver attentive customer service while managing inbound communications and routine office requests.
• Experience handling documentation, filing, data entry, and typing tasks with a high degree of accuracy.
• Familiarity with invoice processing, payment support, purchase orders, and other finance-related administrative duties.
• Comfortable managing calendars, scheduling meetings, and coordinating travel arrangements.
• Ability to work effectively with vendors, internal teams, and onsite stakeholders in a fast-paced setting.
• Strong attention to detail, sound judgment, and the ability to maintain confidentiality when handling sensitive information.