Administrative Assistant

Position Overview

The Administrative Assistant is an indispensable support force within the company's operations, responsible for providing comprehensive, high-level administrative and coordination services to ensure efficient and smooth daily office operations. This role will serve as a critical hub for internal and external company communications, effectively handling client inquiries, coordinating inter-departmental collaborations, and meticulously managing various administrative tasks. The ultimate goal is to significantly enhance overall operational efficiency and uphold a professional corporate image.

Key Responsibilities and Tasks

1. Efficient Communication and Client Relationship Management

• Professionally and courteously answer, screen, and direct all incoming calls, accurately recording and relaying critical information to ensure uninterrupted information flow.
• Timely, accurate, and professionally address and resolve inquiries from clients, visitors, and suppliers, maintaining excellent external relationships.
• Actively manage company email, drafting, rigorously proofreading, and precisely sending internal and external emails, including important notices based on business needs.
• Systematically maintain and continuously update client and supplier contact information databases to ensure efficient utilization and accuracy of data.
• Demonstrate a high degree of responsiveness, quickly understanding and efficiently handling urgent or emergent work requests.

2. Meticulous Office Operations Management

• Assume full responsibility for the daily maintenance and cleanliness of the office environment, encompassing restrooms, all office areas, and employee break rooms, ensuring the workspace consistently meets high standards of tidiness and hygiene.
• Accurately manage office supply inventory, overseeing the entire process from procurement, reception to distribution, ensuring all supplies are adequately and orderly stocked.
• Conduct regular inventory counts and submit reports on the usage of cleaning and restroom supplies for timely and systematic replenishment.
• Efficiently coordinate meeting room bookings, meticulously prepare necessary meeting materials, and accurately record, organize, and timely distribute meeting minutes.
• Professionally handle the receipt, dispatch, sorting, and management of internal and external company mail and packages, ensuring accuracy and timeliness of circulation.
• Assist with company travel arrangements, including booking flights and hotels, and coordinating transportation, to ensure smooth execution of travel plans.

3. Data Management and Financial Administrative Support

• Execute high-accuracy data entry tasks, inputting various business information precisely into company databases or spreadsheets, and rigorously maintaining relevant records.
• Precisely manage and register all office supplies, ensuring transparent inventory data and standardized, orderly distribution processes
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), capable of efficiently creating, editing, and formatting various documents.
• Thoroughly proofread all documents, reports, and presentations to ensure accuracy and completeness of content, grammar, and formatting.
• Establish and maintain an efficient document archiving system (both electronic and physical files), ensuring secure information storage and easy retrieval.
• Responsible for the creation and processing of invoices and Purchase Orders (POs), ensuring financial information accuracy and timely submission.
• Utilize monday (or other task management systems) for professional registration and updates of files and tasks, ensuring transparent management of project progress and document flow.
• Establish and maintain a due date reminder system for critical equipment and truck invoices, ensuring the finance department receives timely reminders for payment and mitigates overdue risks.
• Proactively follow up on client invoice payment statuses and utilize professional communication skills for efficient collection, accelerating capital recovery.
• Submit detailed sales record reports for the previous month on the 1st of each month, providing decision support for management.
• As needed, assist with basic financial record-keeping, such as accounts receivable management, check and wire transfer processing, strictly adhering to company financial procedures and regulations.

4. Cross-Departmental Collaboration and Human Resources Administrative Assistance

• Maintain close and efficient communication and collaboration with various internal departments (e.g., Sales, Warehouse, Finance), ensuring smooth information transfer and seamless workflow integration, such as assisting the warehouse team with order document processing.
• Provide efficient sales administrative support to the sales team, including but not limited to:
• Assisting in the creation of accurate and professional sales quotations.
• Assisting in generating sales invoices, ensuring accurate information.
• Responsible for timely and accurate dispatch of shipping records and related logistics information to clients.
• Assisting with the preparation and submission of vendor compliance and other related forms (both online and hard copy).
• Provide professional personal assistant support to company executives and all employees, including schedule coordination, important document preparation, etc..
• Responsible for establishing and maintaining good communication channels with external staffing agencies, send the staffing agencies’ time sheet every Monday morning and regularly providing feedback on the work performance.
• Assume full responsibility for the new employee onboarding process, including:
• Systematically collecting and organizing all necessary onboarding documents, such as identity verification, Social Security Number (SSN) related documents, employee handbook acknowledgment, job description acknowledgment, W-4 forms, I-9 form etc.
• Patiently and meticulously guiding new employees in accurately completing various federal and California labor law-required onboarding forms.
• Assisting new employees with the fingerprinting process (if applicable).
• Strictly ensuring the completeness and compliance of all onboarding documents, and promptly scanning and securely transmitting all relevant electronic documents to the finance department and other HR-related personnel.

5. Event Coordination and Project Management Assistance

• Actively assist in the planning, organization, and coordination of internal and external company events, including employee team-building activities and client receptions, ensuring smooth event execution.
• Provide comprehensive project support as needed by the department, including information gathering, report编制 and project progress tracking, ensuring efficient project advancement.

6. Special Product Procurement Support

• Assist the General Manager with special product procurement: Upon receiving inquiries or directives from the West Coast Area Manager (e.g., for replacement of broken equipment like refrigerators), promptly initiate the information gathering process. This includes obtaining sales quotes, comparing prices, and compiling all relevant information for the supervisor's decision-making. This requires a high degree of responsiveness and accuracy in information collection and presentation.

Work Discipline

• Strictly adhere to all company rules, work procedures, and specific behavioral guidelines detailed in the Employee Handbook.
• Strictly adhere to the company's attendance policy, clocking in on time, and maintaining an excellent attendance record.
• During working hours, company-issued uniforms must be worn to maintain a professional company image.
• When entering specific work areas such as the warehouse, strictly observe area-specific safety management regulations, such as wearing a safety vest and prohibiting mobile phone use in the warehouse.
• In fulfilling all responsibilities, consistently uphold the company's highest interests, adhere to professional ethical standards, and maintain strict confidentiality principles.

Job Requirements

• Education:
• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Experience:
• At least 2 years of efficient work experience in an administrative assistant or related support role.
• Extensive practical experience in handling high-volume client inquiries, phone communications, and daily office management tasks.
• Experience in creating invoices and purchase orders is preferred.
• Familiarity with monday (or other mainstream project/task management tools) is preferred.
• Experience with financial software (e.g., QuickBooks) is preferred.
• Complete experience in handling new employee onboarding procedures and various HR documents is preferred.
• Successful experience in accounts receivable follow-up and collections is preferred.
• Sales support experience is preferred.
• Skills:
• Exceptional Administrative and Organizational Abilities: Possess outstanding organizational, planning, and time management skills, capable of efficiently handling multiple tasks simultaneously in a fast-paced environment while precisely setting priorities.
• Outstanding Communication Skills: Possess excellent verbal and written communication skills, capable of efficient and professional interaction with individuals from diverse backgrounds, including effective engagement with external staffing agencies, new employees, and clients.
• Superb Computer Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and skilled in using collaborative and task management tools like monday.
• Rigorous Data Processing and Proofreading: Possess high-accuracy data entry capabilities and strong document proofreading skills, ensuring zero errors in work output.
• Rapid Problem-Solving Ability: Capable of independent thinking, problem analysis, and swiftly providing effective solutions.
• Solid Financial Foundation: Possess basic financial knowledge, capable of accurately understanding and processing invoices, accounts receivable, and sales records.
• Excellent Team Collaboration Spirit: Proactive, with outstanding interpersonal skills and a high degree of team cooperation.
• Agile Responsiveness: Able to quickly perceive work requirements, and rapidly respond to and act upon sudden events and task changes.
• Physical Requirements:
• Ability to adapt to prolonged sitting, continuous computer operation, and phone communication in an office environment.
• Possess basic physical ability for daily office cleaning, organization, and related material handling (e.g., moderate bending, lifting light items).

Work Environment and Conditions

• Primarily works in a modern office environment, occasionally facing noise interference or pressure during peak business periods.
• May occasionally need to enter warehouse areas, where strict adherence to safety management regulations is required (e.g., wearing a safety vest, no mobile phone use in the warehouse).
• Working hours generally follow a standard workday schedule, but may require flexible hours or overtime based on business needs.

Performance Evaluation Metrics

• Sustained high standards in call answering and customer service quality.
• Accuracy and zero error rate in document processing and data entry.
• Accuracy and timeliness of invoice, purchase order, and monday file registration.
• Overall efficiency of office supply management and meeting coordination.
• Achieving excellent standards in office environment cleanliness and maintenance.
• Accuracy and timeliness of cleaning and restroom supply usage reports.
• Precision in office supply registration.
• Effectiveness and timeliness of communication with staffing agencies, and follow-up on dispatched employee discipline.
• Accuracy and foresight in equipment and truck invoice due date reminders.
• Completeness, compliance, and high efficiency of new employee onboarding procedures (including document collection, guidance on form completion, and scanning).
• Efficiency of client invoice payment follow-up and success rate of collection efforts.
• Accuracy and punctuality of monthly sales record reports.
• Accuracy and timeliness of sales quotation and invoice creation.
• Accuracy and timeliness of shipping record dispatch.
• Smoothness and effectiveness of team collaboration and internal/external communication.
• Timeliness and accuracy in completing various administrative tasks.
• Responsiveness and adaptability demonstrated when facing urgent situations and rapidly changing tasks.
• Adherence to company attendance policy, uniform requirements, and warehouse safety management regulations.

Pay: From $18.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person