Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations in California. This Long-term Contract position is ideal for someone who enjoys balancing front desk support, office coordination, records management, and administrative projects in a structured environment. The role includes helping maintain an organized, welcoming workplace while providing dependable assistance to staff, visitors, and internal teams. Candidates who are proactive, responsive, and comfortable handling a wide range of office duties will be well suited for this opportunity.

Responsibilities:
• Open the office each day by preparing shared spaces, adjusting basic environmental settings, and ensuring common areas are ready for staff and visitors.
• Serve as the front desk point of contact by managing incoming messages and calls, greeting guests, receiving deliveries, and directing communications to the appropriate team members.
• Organize and maintain physical and electronic records, including job folders, archived materials, and signed contract documentation, while scanning and filing items when paper files are unavailable.
• Coordinate calendars, meetings, and office events by tracking schedules, arranging refreshments, and supporting activities for staff gatherings and company functions.
• Provide broad administrative support by updating internal records, assisting colleagues and engineers with special tasks, and retrieving or preparing materials as requested.
• Monitor office, kitchen, restroom, printing, and shipping inventory and place supply orders to keep the workplace fully stocked and operating smoothly.
• Support light facilities coordination by reporting or arranging minor office maintenance needs and helping resolve everyday workplace issues.
• Assist with marketing-related administrative tasks by refreshing social media and outreach content and gathering updates from internal contributors.
• Manage document production and distribution by arranging plan printing, copying and scanning materials, coordinating signatures when needed, and tracking outgoing shipments.
• Help maintain engagement initiatives such as employee recognition activities, wellness challenges, and other morale-building programs.• At least 1 year of experience in an administrative assistant, receptionist, or general office support role.
• Ability to handle inbound calls, front desk interactions, and visitor support with professionalism and strong customer service skills.
• Experience with administrative office tasks such as scheduling, filing, data entry, record maintenance, and supply coordination.
• Strong organizational skills with the ability to manage multiple priorities and maintain accuracy in a fast-paced environment.
• Comfortable using digital tools and office systems to update information, scan documents, and maintain electronic files.
• Clear written and verbal communication skills, including the ability to relay messages and coordinate with internal staff effectively.
• Dependable, proactive work style with the ability to take initiative on daily office needs and miscellaneous projects.