Administrative Assistant & Office Operations Coordinator

Ultimate Staffing Services; Sacramento (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Ultimate Staffing Services in Sacramento is seeking an administrative assistant to support daily operations, document control, scheduling, and client communications. The role is hands-on and fast-paced, requiring professionalism and reliability.

The successful candidate will manage phone and email inquiries, maintain files, assist with onboarding, and help ensure accurate records across projects and invoices, contributing to smooth office workflow.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative or office support experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Ability to manage multiple priorities with attention to detail.

Responsibilities

• Answer and direct incoming phone calls, emails, and visitor inquiries.
• Maintain project files, contracts, permits, and job documentation.
• Prepare reports, correspondence, meeting notes, and other administrative documents.
• Support project managers with scheduling, subcontractor coordination, and document tracking.
• Process invoices, purchase orders, and expense reports.
• Enter and maintain accurate data in company systems and spreadsheets.
• Schedule meetings, inspections, and appointments.
• Assist with onboarding paperwork and employee records.
• Track office supplies and place orders as needed.
• Ensure confidential information is handled professionally and securely.
• Perform general office support duties and other tasks as assigned.

Skills

Administrative Support

Data Entry

Document Management

Customer Service

Scheduling & Calendar Management

Microsoft Excel

Microsoft Outlook

Organization & Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Ultimate Staffing Services in Sacramento is seeking an administrative assistant to support daily operations, document control, scheduling, and client communications. The role is hands-on and fast-paced, requiring professionalism and reliability.

The successful candidate will manage phone and email inquiries, maintain files, assist with onboarding, and help ensure accurate records across projects and invoices, contributing to smooth office workflow.