Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support day-to-day human resources and office operations in Vista, California. This Contract to permanent position is ideal for someone who enjoys keeping workflows organized, handling administrative details accurately, and providing dependable support across multiple priorities. The person in this role will contribute to onboarding, document management, scheduling, and office coordination while helping the team maintain efficient and well-organized operations.

Responsibilities:
• Manage incoming mail by sorting, distributing, and routing materials to the appropriate recipients in a timely manner.
• Support employee documentation processes, including employment verification requests and upkeep of personnel records.
• Maintain organized physical and electronic files, ensuring required forms are complete, accurate, and easy to retrieve.
• Coordinate administrative aspects of onboarding by preparing new employee packets, arranging orientation schedules, and tracking outstanding tasks.
• Schedule interviews, meetings, and HR-related appointments while keeping candidate and activity records up to date.
• Update recruiting materials and job postings, and assist with gathering data for reports and departmental tracking.
• Prepare and distribute forms, notices, invoices, purchase orders, and internal communications using tools such as Microsoft D365.
• Oversee routine office support activities, including copying, scanning, shipping, receiving, supply inventory monitoring, and vendor communication.
• Assist with employee engagement efforts by helping organize events, recognition programs, service awards, and appreciation activities.• Experience providing administrative support in an office, HR, or front desk environment.
• Strong data entry and document management skills with close attention to detail and accuracy.
• Ability to handle inbound calls, coordinate schedules, and manage multiple tasks in a fast-paced setting.
• Proficiency with standard office software and comfort learning systems such as Microsoft D365.
• Effective written and verbal communication skills for interacting with employees, candidates, and vendors.
• Strong organizational skills with the ability to maintain confidential files and follow established procedures.
• Ability to work independently while also supporting a collaborative team environment.