Administrative Assistant

Ultimate Staffing Services; San Jose (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

Ultimate Staffing Services is seeking an Administrative Assistant to support daily office operations, purchasing activities, facility coordination, and executive needs. This temp-to-hire role is 100% onsite in San Jose, California.

The ideal candidate has 2+ years of administrative experience, strong organizational skills, and proficiency with Microsoft Office. Typical hours are Monday to Friday, 8:00 AM to 5:00 PM, with pay ranging from $25 to $30 per hour.

Qualifications

• 2+ years of administrative or office support experience required.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Proficiency with Microsoft Office Suite.
• Detail-oriented with professional, customer-focused approach.

Responsibilities

• Answer and direct incoming phone calls.
• Manage mail and package distribution.
• Coordinate conference room scheduling and communications.
• Assist with new hire workspace setup and welcome materials.
• Prepare meeting materials and maintain records.
• Support travel arrangements as needed.

Skills

Organizational skills

Multitasking

Communication

Attention to detail

Task prioritization

Tools

Microsoft Office

Job description

Salary: USD25 - USD30 per hour

Position Overview

Ultimate Staffing is seeking a professional and organized Administrative Assistant to support our manufacturing client's daily office operations, purchasing activities, facility coordination, employee events, and executive administrative needs. The ideal candidate is detail-oriented, customer service driven, and capable of managing multiple priorities in a fast-paced environment.

This is a temp-to-hire opportunity offering the chance to join a growing organization while supporting a wide range of administrative and office management functions.

Key Responsibilities

Office Administration

• Answer and direct incoming phone calls.
• Manage incoming and outgoing mail and package distribution.
• Coordinate conference room scheduling and office communications.
• Assist with new hire workspace setup and welcome materials.

Office & Facility Support

• Maintain breakrooms, kitchens, and common areas.
• Order and stock office supplies, snacks, beverages, and coffee supplies.
• Coordinate vendor visits, maintenance appointments, and facility services.
• Monitor office inventory and workplace organization.

Purchasing & Administrative Support

• Create purchase requisitions and support purchase order processing.
• Maintain vendor records and administrative documentation.
• Process expense reports and track receipts.
• Support business travel arrangements, including flights, hotels, and rental cars.

Meeting & Executive Support

• Schedule meetings and coordinate catering as needed.
• Prepare meeting materials, agendas, and notes.
• Track action items and maintain administrative records.
• Provide support to leadership and management teams.

Employee Engagement & Events

• Coordinate employee celebrations and recognition programs.
• Assist with company events, holiday activities, and team gatherings.
• Manage event logistics, vendor coordination, and onsite support.

Special Projects

• Support office improvement initiatives and facility-related projects.
• Assist with vendor coordination, ordering, and project administration.
• Perform additional administrative duties as assigned.

Qualifications

• 2+ years of administrative or office support experience preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite.
• Ability to prioritize tasks and work independently.
• Professional, customer-focused approach with strong attention to detail.

Required Work Hours

Monday - Friday, 8:00 AM - 5:00 PM

The position offers competitive pay ranging from $25 to $30 per hour.

The role is located in San Jose, California and requires 100% onsite presence.

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