Job Description

Administrative Assistant

Salary Range $23.00 - $23.00 Hourly Position Type Full Time Job Shift Day

The Administrative Assistant is responsible for providing administrative, clerical, front office, and operational support to assigned departments or site leadership. This position supports daily office activity, visitor and phone coverage, document preparation, scheduling support, data entry, reporting, supply coordination, communication, filing, and general administrative follow-up.

The Administrative Assistant may support Operations, Human Resources, Safety, Client Services, Inventory Management, or other business functions depending on site needs. This role requires professionalism, organization, attention to detail, confidentiality, customer service, and the ability to manage multiple priorities in a fast-paced office and warehouse environment.

Essential Duties & Job Functions

1. Provide general administrative, clerical, front office, and department support as assigned.
2. Greet visitors, vendors, candidates, associates, and employees in a professional and courteous manner.
3. Answer, screen, and direct phone calls, emails, messages, and general inquiries to the appropriate contact or department.
4. Support scheduling, calendar coordination, meeting preparation, conference room coordination, and related follow-up.
5. Prepare, update, organize, scan, file, and maintain documents, forms, reports, trackers, spreadsheets, logs, and other business records.
6. Perform data entry and system updates accurately and timely in approved company systems, trackers, or files.
7. Assist with ordering, organizing, tracking, and maintaining office supplies, forms, badges, equipment, or other site materials.
8. Support visitor management, candidate check-in, onboarding preparation, badge coordination, employee communications, or other front office needs as assigned.
9. Assist with preparing communications, notices, sign-in sheets, meeting materials, training materials, reports, and site documents.
10. Support department projects, audits, employee events, engagement activities, or operational initiatives as needed.
11. Partner with Operations, Human Resources, Safety, Finance, Client Services, Inventory Management, IT, and other departments to support administrative needs.
12. Maintain accurate and organized files, records, and documentation in accordance with company procedures and confidentiality expectations.
13. Follow up on assigned tasks, open items, requests, and deadlines in a timely manner.
14. Communicate issues, delays, supply needs, visitor concerns, employee questions, or administrative concerns to leadership as appropriate.
15. Maintain professionalism and confidentiality when handling employee, candidate, client, vendor, financial, system, or business-related information.
16. Support additional departments, projects, or site priorities as needed based on business needs.
17. Perform other duties as assigned.

Job Qualifications Mandatory:

1. High school diploma or equivalent.
2. Previous administrative, office support, receptionist, coordinator, clerical, customer service, or related work experience.
3. Strong attention to detail and ability to prepare, review, organize, and maintain documents and data accurately.
4. Strong customer service skills and ability to interact professionally with employees, visitors, vendors, candidates, and leadership.
5. Ability to answer phones, manage inquiries, take messages, and direct communication appropriately.
6. Ability to organize work, manage multiple priorities, follow up timely, and meet deadlines.
7. Strong written and verbal communication skills.
8. Strong computer skills, including Microsoft Office applications such as Outlook, Excel, Word, Teams, and related systems.
9. Ability to learn and use company systems, reporting tools, communication platforms, and document management systems.
10. Ability to maintain confidentiality and professionalism when handling sensitive employee, candidate, client, vendor, system, financial, or business information.
11. Ability to work independently and as part of a team.
12. Ability to work overtime, weekends, holidays, or schedule changes when required by business needs.

Preferred Qualifications:

1. Bilingual – English/Spanish.
2. Previous experience in a warehouse, fulfillment, logistics, distribution, manufacturing, corporate office, or fast-paced operational environment.
3. Experience supporting Operations, Human Resources, Safety, Client Services, Inventory Management, or site leadership.
4. Experience with scheduling, reporting, data entry, document control, visitor management, onboarding support, or employee communication.
5. Experience using HRIS, timekeeping systems, applicant tracking systems, warehouse systems, or other business platforms.

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