Administrative Assistant — Scheduling, Docs & Project Support

Ultimate Staffing; Sacramento (CA); On-site; USD 28,000 - 39,000; Full time

Job summary

Ultimate Staffing in Sacramento is seeking a detail-oriented Administrative Assistant to support daily operations for a growing company. This role serves as a key contact for office administration, project documentation, scheduling, and customer communication, thriving in a fast-paced environment.

Responsibilities include answering calls, maintaining files, preparing reports, coordinating with project managers, processing invoices, and data entry across company systems.

Qualifications

• Proven administrative or office support experience.
• Proficient in MS Word, Excel, Outlook.
• Excellent written and verbal communication and strong organizational skills.

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.

Skills

Administrative Support

Data Entry

Document Management

Customer Service

Scheduling & Calendar Management

Microsoft Excel

Microsoft Outlook

Organization & Multitasking

Education

High school diploma or equivalent

Job description

Ultimate Staffing in Sacramento is seeking a detail-oriented Administrative Assistant to support daily operations for a growing company. This role serves as a key contact for office administration, project documentation, scheduling, and customer communication, thriving in a fast-paced environment.

Responsibilities include answering calls, maintaining files, preparing reports, coordinating with project managers, processing invoices, and data entry across company systems.