Office Administrative Assistant

Office Administrative Assistant

We are excited to share a new opportunity for an Office Administrative Assistant Position located in Morgan Hill! This position is highly sought after and might not be available for long.

Shift/Hours: Monday - Friday 8:00 am- 5:00 pm

Pay Rate: Based on Experience

Location: Morgan Hill, CA

Experience: At least 2 years of administrative and accounting experience

Office Administrative Assistant Job Duties Include:

General Office Administration & Operations (Core)

• Office Management: Oversee day-to-day office operations, order office and kitchen supplies, manage incoming/outgoing mail/deliveries, and maintain a clean, organized workspace.
• Administrative Support: Assist leadership and team members with calendar management, meeting preparation, document drafting, travel arrangements, and team coordination.
• Records & File Management: Organize, update, and maintain digital and physical filing systems, ensuring files are secure and easily accessible.
• Communication & Front Desk: Serve as the primary point of contact for main phone lines, general email inquiries, and greeting visitors in a professional manner.

Accounting & Financial Support

• Accounts Payable (AP) Support: Match purchase orders to vendor invoices (3-way matching), enter bills into the system, obtain payment approvals, and assist with payment scheduling.
• Accounts Receivable (AR) Support: Generate customer invoices, apply payments, log checks, and make routine, polite follow-up calls/emails for past-due accounts.
• Expense & Credit Card Reconciliation: Collect, organize, and categorize employee receipts; assist with monthly corporate credit card reconciliations.
• Payroll & HR Admin Support: Gather and review timesheets, assist with submitting payroll data to the payroll provider, update personnel records, and help with basic employee onboarding paperwork.
• Audit & CPA Preparation: Gather receipts, invoices, and financial documentation to support external CPAs during tax prep and annual reviews.

Purchasing & RMA Administrative Support

• Purchasing Support: Create and submit Purchase Orders (POs) based on staff requests, track order statuses, confirm delivery schedules, and update vendor records in the ERP system.
• RMA Processing: Receive customer return requests, issue RMA numbers per company policy, log return details into the tracking system, and follow up on replacement or repair status.
• Cross-Departmental Logistics: Work with warehouse, engineering, and customer service teams to track returned items and submit credit requests to accounting.
• Shipping/Receiving Backup: Assist with light packing or administrative shipping tasks during peak busy periods or coverage gaps.

• Other duties as assigned

Office Administrative Assistant Position Preferred Skills Include:

• Administrative Excellence: Proven track record in office management, multi-tasking, and keeping team workflows organized.
• Bookkeeping & ERP Experience: Familiarity with accounting software (e.g., QuickBooks) and ERP systems (e.g., NetSuite, SAP, or similar database software).
• Software Proficiency: Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook) and digital filing platforms.
• High Attention to Detail: Meticulous entry of invoices, numbers, customer data, and purchasing logs.
• Communication & Service Skills: Polite, professional, and clear communication with vendors, clients, and internal team members.
• Discretion & Confidentiality: Ability to handle sensitive financial data, payroll information, and personnel files with strict confidentiality.

Office Administrative Assistant Requirements may Include:

• Experience: 35+ years of experience in an administrative assistant or office manager role that included accounting/bookkeeping support responsibilities.
• Accounting Familiarity: Practical experience assisting with AP/AR processing, expense tracking, and basic financial data entry.
• Education: High School Diploma or equivalent required; an Associate's Degree in Business Administration, Accounting, or administrative certifications (e.g., CAP) is a strong plus.
• Capabilities: Ability to work on-site, manage multiple shifting priorities throughout the day, and occasionally assist in lifting light boxes (1025 lbs) for office supplies or shipping backup.
• Must be willing to submit to a pre-employment background check and drug screen
• Must provide 3 professional references

Benefits of working with PrideStaff:

• Medical, Rx, and Wellness Benefits
• Dental and Vision Plan Options
• Short-term Disability
• 401(k) Retirement Plan
• Holiday Pay

Join Us. PrideStaff Company Overview PrideStaff wants you to Succeed! We have dedicated consultants that provide employment market insights and resources! We offer the support you need along the way. Over the years, we have helped tens of thousands of people find outstanding career growth opportunities. At PrideStaff, we truly value people, and we are dedicated to getting to know you and advocating on your behalf with our network of employers from across the country. Our Recruiters will help guide you with career tools and resources.

Compensation / Pay Rate (Up to): $26.00 - $35.00 Per Hour

All compensation and pay rates are dependent upon skills and experience. PrideStaff is an equal opportunity employer.