Administrative Assistant: Customer & Purchasing Support

South Bay Solutions; Fremont (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health Insurance (Medical/Dental/Vison

Safe Harbor 401(K) plan

401(K) match

Paid time off (vacation/sick/holidays)

Referral program

Job summary

South Bay Solutions, a high-precision manufacturing shop, seeks an Office Assistant to provide administrative support to Customer Service and Purchasing in a fast-paced setting. The role emphasizes accuracy, organization, and a willingness to learn in a manufacturing environment.

Ideal candidates are detail-oriented, able to manage multiple tasks, and proficient with Microsoft Office. This entry-level position follows a Monday–Friday 8:00 AM–4:35 PM schedule and offers opportunities to grow

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in Business Administration is a plus.
• Previous office or customer service experience is preferred but not required.
• Proficiency in Microsoft Office (Outlook, Excel, Word).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to work independently and in a team.

Responsibilities

• Assist with processing customer purchase orders and sales orders.
• Prepare and distribute order confirmations and shipping documents.
• Respond to customer inquiries via phone and email in a professional and timely manner.
• Update customers on order status, shipment schedules, and delivery information.
• Maintain accurate customer records and filing systems.
• Support the Customer Service team with general administrative tasks.
• Assist with creating and processing purchase orders.
• Follow up with suppliers regarding order acknowledgments, delivery schedules, and material availability.
• Maintain vendor records and purchasing documentation.
• Help track inventory levels and support inventory replenishment activities.
• Coordinate with internal departments to ensure timely receipt of materials.
• File and organize purchasing records and related documents.
• Perform data entry with a high level of accuracy.
• Scan, copy, file, and organize company documents.
• Prepare reports, spreadsheets, and correspondence as assigned.
• Assist with office supply inventory and ordering.

Skills

MS Office proficiency

Organizational skills

Time management

Verbal and written communication

Education

High school diploma

Associate degree in Business Administration

Tools

ERP systems

Office software (Excel/Word/Outlook)

Job description

South Bay Solutions, a high-precision manufacturing shop, seeks an Office Assistant to provide administrative support to Customer Service and Purchasing in a fast-paced setting. The role emphasizes accuracy, organization, and a willingness to learn in a manufacturing environment.

Ideal candidates are detail-oriented, able to manage multiple tasks, and proficient with Microsoft Office. This entry-level position follows a Monday–Friday 8:00 AM–4:35 PM schedule and offers opportunities to grow