Administrative Assistant

AppleOne Employment Services; Simi Valley (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

AppleOne Employment Services is seeking an Administrative Assistant to support daily office functions in Simi Valley, CA. The role includes answering calls, coordinating schedules, managing supplies, and assisting HR and Accounting teams.

The ideal candidate will be proficient in MS Word, Outlook, and Excel, with some QuickBooks knowledge and a typing speed of 45+ WPM. This position may involve handling travel arrangements and event coordination.

Qualifications

• Proficient in MS Word, Outlook, Excel; some knowledge of QuickBooks.

Responsibilities

• Answer and direct phone calls; check and return daily voicemails.
• Order and maintain office supplies; keep stock levels.
• Maintain kitchen supplies; ensure area is stocked and orderly.
• Handle office maintenance requests; coordinate with vendors.
• Email installers weekly schedules.
• Receive, sort and distribute mail daily.
• Make travel arrangements; book flights, car rentals, hotels, restaurants.
• Assist Accounting with mailing vendor payments.
• Assist HR Manager with employee administrative needs.
• File and e-file company documents and contracts.
• Maintain office calendar; ensure schedules are up-to-date.
• Keep supply cabinet organized.
• Prepare shipping labels for UPS pickups.
• Schedule and coordinate meetings; conference room setup.
• Organize company meetings, team events and celebrations.
• Manage monthly office birthdays and work anniversaries.
• Coordinate the weekly Wednesday coffee run.
• Perform additional tasks and projects as assigned.

Tools

Microsoft Word

Outlook

Excel

QuickBooks

Job description

Our client is seeking an Administrative Assistant.

General Office Functions

• Answer and direct phone calls; check and return daily voicemails
• Order and maintain office supplies, ensuring stock levels are consistent
• Maintain kitchen supplies and ensure the area is stocked and orderly
• Handle office maintenance requests and coordinate with vendors when needed
• Keep office supply areas organized and clean
• Email installers weekly schedules
• Receive, sort, and distribute incoming mail daily
• Make travel arrangements, such as booking flights, car rentals, hotel reservations, and restaurant reservations
• Assisting Accounting with mailing vendor payments
• Assist the HR Manager with employee-related administrative needs
• File and e-file company documents, correspondence, and contracts
• Maintain the company’s office calendar and ensure all schedules are accurate and up-to-date
• Keep Supply Cabinet Organized
• Prepare Shipping labels for UPS pick-ups
• Schedule and coordinate meetings, including conference room setup
• Help organize company meetings, team events, and celebrations
• Manage monthly office birthdays and work anniversaries
• Coordinate the weekly Wednesday coffee run
• Perform additional tasks and projects as assigned

Proficient in Microsoft Word, Outlook, Excel, and some knowledge of QuickBooks.

Typing speed of 45+ WPM.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:

https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

• For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.