Office Assistant - Stockton, CA

Job Description

Job Description

Position Overview

Hammer Head Security, Inc is seeking a detail-oriented, professional, and customer-focused Office Assistant to serve as the first point of contact for our clients and visitors. This role is central to our office operations, requiring excellent communication skills, outstanding organizational abilities, and a commitment to providing exceptional customer service. The ideal candidate will excel at managing multiple phone lines, greeting visitors warmly, and maintaining meticulous records - all while maintaining a professional demeanor under pressure. You will be the voice and face of our organization, making a significant impact on how clients perceive our company.

Phone Communication & Customer Service

This position emphasizes professional phone communication and exceptional customer service. You will be the primary point of contact, answering and routing calls with professionalism, clarity, and courtesy. Your ability to listen actively, gather information accurately, and direct inquiries to the appropriate team member will be critical to maintaining positive client relationships.

Attention to Detail

As the office backbone, you will maintain accurate records, file documents properly, and ensure no detail is overlooked. Data entry errors or misfiled information can impact client service and company operations. You must be meticulous in all administrative tasks.

Customer-Facing Excellence

Every interaction - whether by phone, email, or in person - represents Hammerhead Protection. You will create positive first impressions, handle inquiries with patience and professionalism, and ensure every visitor and caller feels valued.

Customer Service & Phone Operations

• Answer, screen, and professionally route multi-line phone calls to the appropriate team member with courtesy and accuracy

• Take detailed and accurate messages, capturing caller information, inquiry details, and callback preferences

• Manage caller expectations by providing estimated response times and ensuring follow-up communication

• Greet and assist visitors in a professional, courteous, and welcoming manner; direct to appropriate departments

• Handle customer inquiries with patience, professionalism, and a service-oriented attitude

Data Management & Organization

• Accurately enter, update, and maintain data and records with meticulous attention to detail

• Prepare, organize, photocopy, scan, and file documents with precision and consistency

• Maintain organized physical and electronic filing systems for quick retrieval and compliance

• Verify accuracy of records before filing or distribution to prevent errors

Administrative Support

• Draft, format, proofread, and edit correspondence and office documents with attention to detail

• Conduct research and compile information as requested by management

• Assist with office errands and general administrative tasks as needed

• Provide support to management and other departments as assigned

• Maintain confidentiality and exercise sound judgment when handling company and employee information

Professional Development

• Learn and utilize new software, systems, and office procedures as needed

• Adapt quickly to changing priorities in a fast-paced office environment

Education & Experience

• High school diploma or GED required; associate degree preferred

• 1–3 years of office, administrative, customer service, or clerical experience preferred

Technical Skills

• Typing speed of 45+ words per minute

• Proficiency with Google Workspace (Gmail, Google Docs, Google Sheets)

• Strong computer skills and proficiency with standard office equipment (copy machine, scanner, fax, multi-line phone system)

• Valid driver's license required

Communication & Customer Service Skills

• Excellent verbal communication skills; ability to speak clearly, professionally, and courteously over the phone

• Excellent written communication skills; ability to compose professional emails and documents

• Strong listening and note-taking abilities; capacity to capture accurate and detailed information

• Friendly, patient, and service-oriented demeanor; ability to handle inquiries with grace and professionalism

• Ability to manage customer expectations and represent the company positively

Organizational & Detail-Oriented Skills

• Strong attention to detail; ability to catch errors and maintain accuracy in all tasks

• Excellent organizational skills; ability to prioritize tasks and manage multiple responsibilities

• Strong writing, proofreading, and word-processing skills

• Ability to manage time effectively and meet deadlines consistently

Professional Qualities

• Professional appearance and demeanor; represents the company well

• Reliable and punctual with consistent attendance

• Ability to work independently while also collaborating effectively as part of a team

• Tech-savvy with the ability and willingness to learn new software and systems

• Ability to adapt to changing priorities in a fast-paced office environment

The successful candidate will be reliable, proactive, professional, and eager to learn. This position is ideal for someone who:

• Takes pride in organizing and maintaining office operations and records

• Genuinely enjoys customer interaction and communication

• Communicates clearly and professionally both verbally and in writing

• Pays close attention to detail in all work

• Can be trusted to complete tasks accurately and efficiently with minimal supervision

• Maintains a positive, helpful attitude even during busy periods

If you are organized, detail-oriented, customer-focused, and ready to contribute to a growing team, we encourage you to apply! Only qualified applicants will be considered.

Equal Opportunity Employer: Hammer Head Security, Inc is an Equal Opportunity Employer and welcomes applications from all qualified candidates regardless of race, color, religion, sex, national origin, age, disability, or any other protected characteristic.