Administrative Coordinator

AppleOne Employment Services; Simi Valley (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

AppleOne Employment Services in California seeks an Administrative Coordinator to provide comprehensive administrative, operational, and office support to leadership and multiple departments. You will create filing systems, process invoices, coordinate vendors, manage calendars, and assist with executive and property management tasks to ensure smooth day-to-day operations.

You will support a wide range of activities, from vendor management and project documentation to employee records and office

Qualifications

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite and office management software.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and problem-solving skills.
• Experience in administrative support, office coordination, executive assistance, or related roles preferred.
• 1-2 Years of office experience

Responsibilities

• Create and maintain electronic and physical filing systems for contracts and documents.
• Prepare and process purchase orders and vendor invoices.
• Coordinate with vendors for service requests, quotes, and project needs.
• Track project documentation, timelines, and status updates in company software.
• Assist with collecting project completion photos and required documentation.
• Support CEO, CFO, HR Manager, and Accounting Department.
• Assist with vendor payments and administrative documentation.
• Support HR with employee-related administrative tasks and records.
• Manage calendars and scheduling information; coordinate meetings.
• Prepare shipping labels and coordinate carrier pickups.
• Perform additional administrative projects and duties as assigned.

Skills

Strong organizational skills

Time-management

Excellent verbal and written communic

Ability to manage multiple priorities

Attention to detail

Discretion with confidential info

Administrative support experience

Education

No degree required / 1-2 years preferred

Tools

Microsoft Office Suite

Office management software

Job description

The Administrative Coordinator provides comprehensive administrative, operational, and office support to company leadership and various departments. This role is responsible for coordinating office operations, supporting project administration, managing vendor communications, maintaining records, assisting with executive and property management tasks, and ensuring the efficient day-to-day functioning of the organization.

Administrative Support & Coordination

• Create and maintain electronic and physical filing systems, including job folders, contracts, and company documents.
• Prepare and process purchase orders and vendor invoices.
• Coordinate with vendors for service requests, quotes, and project-related needs.
• Track and maintain project documentation, timelines, and status updates in company software.
• Assist with collecting project completion photos and required documentation.
• Provide administrative support to the CEO, CFO, HR Manager, and Accounting Department.
• Assist Accounting with vendor payment mailings and administrative documentation.
• Support HR with employee-related administrative tasks and recordkeeping.
• Manage company calendars and maintain accurate scheduling information.
• Schedule and coordinate meetings, including conference room preparation and logistics.
• Prepare shipping labels and coordinate UPS and other carrier pickups.
• Perform additional administrative projects and duties as assigned.

Executive & Property Management Support

• Assist the CEO in managing company-owned properties and related administrative activities.
• Coordinate maintenance requests and vendor services for properties.
• Track rent payments and communicate with tenants regarding administrative matters.
• Maintain property records, contracts, and vendor documentation.
• Schedule appointments, travel arrangements, accommodations, transportation, and reservations for executives as needed.

Office Operations

• Answer, screen, and direct incoming phone calls.
• Monitor, retrieve, and respond to voicemail messages.
• Receive, sort, and distribute incoming mail and packages.
• Order, track, and maintain office, kitchen, and breakroom supplies.
• Ensure office supply areas, storage rooms, and common spaces remain organized and well-stocked.
• Coordinate office maintenance and facility-related service requests.
• Maintain a clean, organized, and efficient office environment.

Team & Employee Support

• Coordinate and distribute weekly schedules and company communications.
• Assist with planning company meetings, employee events, celebrations, and team activities.
• Manage employee birthday and work anniversary recognition programs.
• Coordinate employee appreciation activities and office hospitality initiatives.
• Support a positive workplace culture through effective office coordination and employee support.

Preferred Skills & Qualifications

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite and office management software.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and problem-solving skills.
• Professional discretion when handling confidential information.
• Experience in administrative support, office coordination, executive assistance, or related roles preferred.
• 1-2 Years of office experience

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.