Administrative Assistant

Administrative Assistant

Position Summary:

The Administrative Assistant supports the daily operations of our main office by providing administrative support to management, office staff, and Sales teams across all locations. This position also serves as backup for Sales Coordinators and assists with office operations, facilities, vendors, purchasing, events, travel, and support for HR, IT, and Accounts Receivable.

Job Status:

Location: Chualar, CA

Role Responsibilities:

Sales Support

• Provide administrative support to Sales Managers and the Sales team.
• Maintain customer and supplier files and prepare sales-related documents.
• Serve as backup for Sales Coordinators during absences and busy periods.
• Route customer calls and visitors appropriately.
• Support sales meetings, events, and marketing activities.

Office Administration

• Answer phones, greet visitors, and handle mail and package distribution.
• Maintain filing systems and scan documents.
• Process invoices and assist with records management.
• Provide backup support for Accounts Receivable, including bank deposits.

Technology & Office Equipment

• Coordinate with IT and service providers to resolve phone, internet, and equipment issues.
• Manage office equipment maintenance and service schedules.
• Assist with employee phone setup and upgrades.

Facilities & Vendor Management

• Coordinate office maintenance, repairs, and vendor services.
• Manage supplier relationships and contract renewals.
• Support company vehicle administration and related records.
• Assist other company locations with office-related needs.

Purchasing & Supplies

• Order office, breakroom, and operational supplies.
• Coordinate bulk purchases and maintain inventory of commonly used items.

Events, Travel & Marketing

• Help organize office events, meetings, and conferences.
• Coordinate travel arrangements, including flights, hotels, and rental vehicles.
• Assist with marketing materials, customer gifts, and employee recognition programs.

HR & Special Projects

• Support new hire onboarding, including workspace setup and supplies.
• Assist with special projects and other administrative needs as assigned.

Other duties as assigned

Experience/Skills/Abilities:

• Administrative, office coordination, or sales support experience preferred.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office and related business systems.
• Strong attention to detail and accuracy.
• Ability to work independently and collaborate across departments.
• Ability to handle confidential information professionally.

Job Expectations/Working Conditions:

• Primarily office-based in Chualar, CA.
• Occasional local errands, supply runs, and DMV visits.
• Ability to lift and move office supplies and packages as needed.