Administrative Assitant

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 is seeking a detail-oriented and organized Administrative Assistant to support daily operations for a growing company in Sacramento. This position serves as a key point of contact for office administration, project documentation, scheduling, and customer communication. The ideal candidate is professional, reliable, and able to thrive in a fast-paced environment.

Key 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.

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.

Skills

• Administrative Support
• Data Entry
• Document Management
• Customer Service
• Scheduling & Calendar Management
• Microsoft Excel
• Microsoft Outlook
• Organization & Multitasking

Compensation

• $24.00 per hour, depending on qualifications and experience.
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.