Administrative Assistant

Ambient; Orange (CA); On-site; USD 29,000 - 34,000; Full time

Job summary

Ambient Enterprises is seeking an Office Assistant to support day-to-day office operations in Orange, CA. You will coordinate supplies, catering, meetings, and facilities, while keeping teams informed about updates and maintenance schedules.

The role emphasizes organization, communication, and reliability, with daily tasks including scheduling, correspondence, and general office support to ensure a clean, efficient workplace.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Attention to detail with ability to multitask.
• Ability to coordinate with vendors and staff.
• Proficiency in Outlook and standard office apps.

Responsibilities

• Coordinate office supplies and purchasing.
• Arrange catering and meeting meals for events.
• Support building maintenance and facilities coordination.
• Maintain maintenance records and distribute notices.
• Set up conference rooms and equipment for meetings.
• Schedule meetings and send calendar invites.
• Assist with opening and shutdown procedures.
• Provide general administrative support for daily operations.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Vendor coordination

Tools

Microsoft Outlook

Job description

About Us

We are a recognized industry leader in providing custom HVAC products and services for the commercial, industrial, healthcare/life sciences and residential building markets. We offer product expertise, technical and application support, system design and operational support thereby meeting our clients’ specific needs and requirements. As part of the Ambient Enterprises family of brands, the DMG team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.

About Us

We are a recognized industry leader in providing custom HVAC products and services for the commercial, industrial, healthcare/life sciences and residential building markets. We offer product expertise, technical and application support, system design and operational support thereby meeting our clients’ specific needs and requirements. As part of the Ambient Enterprises family of brands, the DMG team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.

Job Description

Position Summary

The Office Assistant is responsible for supporting the day-to-day needs of the office by coordinating supplies, catering, meetings, building maintenance, and general office operations. This role helps maintain an organized, clean, and functional workplace while keeping employees informed of upcoming office projects, maintenance schedules, and other important updates.

Key Responsibilities

• Office Supplies & Purchasing: Coordinate and manage Amazon orders for office supplies and other essential items to ensure the office remains adequately stocked.
• Catering & Food Coordination: Arrange and coordinate breakfast and lunch catering for office meetings, training sessions, and company events.
• Building Maintenance & Facilities: Support the coordination of building maintenance, repairs, vendor visits, and other facility-related activities.
• Maintenance Tracking & Communication: Maintain accurate and organized building maintenance records and distribute company-wide communications regarding scheduled maintenance, office projects, repairs, and potential disruptions.
• Meeting & Conference Room Setup: Prepare conference rooms and meeting spaces by arranging tables and chairs, setting up equipment, and ensuring rooms are ready for meetings and presentations.
• Meeting Coordination: Assist with scheduling meetings, sending calendar invitations, reserving meeting spaces, and coordinating meeting logistics.
• Office Opening & Shutdown Procedures: Assist with office opening and shutdown procedures as needed to accommodate building maintenance activities.
• General Office Support: Provide administrative and logistical assistance to support daily office operations and maintain an organized, efficient, and welcoming workplace.

Qualifications & Skills

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Strong attention to detail and the ability to manage multiple responsibilities simultaneously.
• Ability to communicate and coordinate effectively with employees, vendors, and service providers.
• Proficiency in Microsoft Outlook and other standard office applications.
• Ability to work independently, manage competing priorities, and consistently follow through on assigned responsibilities.

Compensation: The expected range for this role is $21.00-$25.00 an hour

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.