Administrative Assistant

The Staff Pad; South San Francisco (CA); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Life insurance

Competitive PTO package

401(k) with company matching

Flexible spending account (FSA)

Employee discount program

Free gym membership

Job summary

The Staff Pad is seeking an Administrative Assistant for our South San Francisco office. You will support daily operations, greet visitors, handle calls, and process orders to ensure smooth service delivery for high-end clients.

You will collaborate with Client Services and Administration, maintain organized records, and help drive a positive client experience in a fast-paced setting. We offer comprehensive benefits and growth potential.

Qualifications

• High school diploma or GED required.
• At least 1 year of experience in Inventory and Data Entry.
• Strong problem-solving abilities and confidence in addressing client needs, issues and complaints professionally.
• Detail-oriented with excellent organizational skills with the ability to manage multiple priorities effectively.
• Thrives in a fast-paced, multifaceted work environment.
• Professional communicator with strong verbal, written, email, and phone communication skills.
• Exceptional multitasking, prioritization, and time management capabilities.
• Proficiency with Microsoft Office and enthusiasm for learning internal systems such as MoveWare and iLive(training provided).
• Professional phone presence and polished business communication skills.
• Team-oriented approach with the ability to collaborate across departments.
• Comfortable working in a performance-driven environment focused on quality and client satisfaction.

Responsibilities

• Serve as the welcoming face of the office by greeting visitors, managing and routing incoming calls, sorting mail, ordering supplies, and supporting daily administrative operations.
• Support the Client Services team to set up client files, process purchase orders, enter data into Move Ware, prepare bills of lading, and generate invoices.
• Provide administrative support to Supervisors, the General Manager, Director, and other leadership team members as needed.
• Deliver exceptional customer service through professional, responsive communication with clients and colleagues.
• Maintain accurate and organized files and records in accordance with established company procedures and protocols.
• Leverage available tools and resources to support an outstanding client experience.
• Demonstrate strong attention to detail and accuracy across a variety of projects and responsibilities.
• Contribute positively to a collaborative team environment while supporting business goals.

Skills

Inventory data entry

Client communication

Multitasking

Organizational skills

Problem solving

Education

High school diploma or GED

Tools

MoveWare

iLive

Microsoft Office

Job description

The Staff Pad has partnered with a reputed warehousingand logistics organization, and we are looking to hire a highly organized and detail-oriented Administrative Assistant for their South San Francisco office.This is a unique opportunity to build your career with a globally respectedleader in fine art logistics, luxury transportation, and collectionsmanagement. You'll play a key role in supporting daily operations while workingalongside a collaborative team dedicated to delivering exceptional service toprestigious clients.

In this role, you'll provide vital administrativeand client support to both the Client Services and Administration teams,helping ensure smooth operations in a dynamic, fast-paced environment where notwo days are the same.

What You’ll Do

• Serve as the welcoming face of theoffice by greeting visitors, managing and routing incoming calls, sortingmail, ordering supplies, and supporting daily administrative operations
  
• Support the Client Services team toset up client files, process purchase orders, enter data into Move Ware,prepare bills of lading, and generate invoices
  
• Provide administrative support toSupervisors, the General Manager, Director, and other leadership teammembers as needed
  
• Deliver exceptional customerservice through professional, responsive communication with clients andcolleagues
  
• Maintain accurate and organizedfiles and records in accordance with established company procedures and protocols
  
• Leverage available tools andresources to support an outstanding client experience
  
• Demonstrate strong attention todetail and accuracy across a variety of projects and responsibilities
  
• Contribute positively to acollaborative team environment while supporting business goals
  

What We Are Looking For

• High school diploma or GED required
  
• At least 1 year of experience in Inventoryand Data Entry
  
• Strong problem-solving abilitiesand confidence in addressing client needs, issues and complaintsprofessionally
  
• Detail-oriented with excellentorganizational skills with the ability to manage multiple prioritieseffectively
  
• Thrives in a fast-paced,multifaceted work environment
  
• Professional communicator withstrong verbal, written, email, and phone communication skills
  
• Exceptional multitasking,prioritization, and time management capabilities
  
• Proficiency with Microsoft Officeand enthusiasm for learning internal systems such as MoveWare and iLive(training provided)
  
• Professional phone presence andpolished business communication skills
  
• Team-oriented approach with theability to collaborate across departments
  
• Comfortable working in aperformance-driven environment focused on quality and client satisfaction
  

What You Can Expect

The company offers a comprehensive benefits package designed to support your overall well-being and work life balance. This includes:

• Health insurance
  
• Vision insurance
  
• Life insurance
  
• Competitive PTO package
  
• 401(k) with company matching
  
• Flexible spending account (FSA)
  
• Employee discount program
  
• Free gym membership