Job Description

Job Description

Job Description

Job Title : Administrative Assistant
Reports To : Admin Staff (HR, Payroll, Operations)
Schedule : Monday - Friday, 9:00am - 5:00pm (IN-PERSON)
Pay: $19 - 21  Depending on experience

Position Overview :
We are seeking a highly organized and proactive Administrative Assistant with light receptionist duties to join our dynamic team. This position plays a critical role in ensuring smooth office operations and providing excellent customer service. The ideal candidate will be a multitasker who is detail-oriented, dependable, and able to manage a variety of tasks with a positive and professional attitude.

Key Responsibilities :

Administrative Support :

• Provide general administrative support to the team, including scheduling meetings, managing calendars, and coordinating internal and external communications.
• Assist the Administrative Captain, HR or Payroll with the preparation of reports, presentations, and documentation for meetings and client projects
• Maintain and organize office files, both physical and electronic, ensuring that all records are up-to-date and accessible (timesheets)
• Assist with processing invoices, purchase orders, and other financial documentation.
• Handle incoming and outgoing mail, packages, and deliveries.
• Support HR with onboarding tasks, including document management and scheduling.
• Assist HR with greeting new employees and preparing uniforms.
• Order office supplies and maintain inventory of office materials.
• Manage and coordinate appointments, travel, and accommodations for team members as needed.

Receptionist Duties :

• Greet visitors, clients, and vendors with a friendly and professional demeanor, ensuring a positive first impression of the company.
• Answer incoming calls, directing them to the appropriate department or individual.
• Manage the front desk area, ensuring it remains tidy and welcoming.
• Maintain security protocols by verifying visitor access and logging entries.
• Assist in scheduling appointments and meetings for clients and internal staff.
• Respond to general inquiries via phone or email in a timely manner.
• Ensure the office environment is secure by maintaining visitor logs and issuing visitor badges as needed.

Qualifications :

• Must be able to commute to work within the Irvine area.
• High school diploma or equivalent; additional administrative or office management certification is a plus.
• 1-3 years of experience in an administrative or receptionist role, preferably in a professional services or security-related environment.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment (phones, fax machines, printers).
• Exceptional organizational skills with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and the ability to handle sensitive and confidential information.
• A friendly and professional demeanor, with excellent customer service skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Skills, not mandatory :

• Familiarity with security-related terminology and procedures is a plus.
• Experience with data entry, TrackTik, GoCo, or accounting systems is a plus.
• Ability to handle basic troubleshooting for office technology (computers, phones, etc.).

Physical Requirements :

• Ability to sit for extended periods of time and work at a desk.
• Occasional lifting of up to 50 pounds (e.g., office supplies, packages).

Benefits :

• Health Insurance (Full-Time Employees)

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