What are the responsibilities and job description for the Administrative Assistant position at Ultimate Staffing?
Job Summary:
We are seeking a detail-oriented and organized Administrative Assistant to join our team. The ideal candidate will have experience with Microsoft Office applications, filing systems, and invoicing. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively.
Responsibilities:
- Perform general administrative tasks, including answering phones, managing emails, and providing customer service.
- Maintain organized filing systems (both digital and physical) to ensure easy access to important documents.
- Prepare, issue, and track invoices, ensuring accuracy and timely payment processing.
- Utilize Microsoft Office applications (Word, Excel, Outlook, etc.) for document preparation, data entry, and communication.
- Support bookkeeping and data entry related to accounts payable and receivable.
- Assist in scheduling appointments and managing calendars for team members.
- Provide support with inventory management and office supply orders.
- Create and maintain reports and spreadsheets as needed.
- Maintain confidentiality of sensitive information.
Requirements:
- Proven experience as an Administrative Assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with filing systems and invoicing processes.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Good communication skills, both written and verbal.
- Ability to work independently and as part of a team.
- High school diploma; additional qualifications in Office Administration or Business are a plus.
Preferred Qualifications:
- Experience with basic bookkeeping and data entry.
- Previous experience working in a customer service environment.
- Knowledge of QuickBooks or other accounting software is a plus.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
