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).
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