Office Administrative Assistant

Mission Landscape Companies; Santa Ana (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Mission Landscape Companies is seeking an Office Administrative Assistant to support HR and office staff in Santa Ana. This role handles calls, messages, document processing, and general clerical tasks with professionalism.

Core duties include greeting visitors, screening inquiries, maintaining files, coordinating with departments, and assisting with recruitment events. Strong communication, organization, and bilingual English/Spanish skills are highly valued.

Qualifications

• Excellent written and oral communication skills.
• Ability to interface effectively within all levels of the organization.
• Thorough knowledge of corporate operations and product line.
• Demonstrated judgment, tact and diplomacy in dealing with internal and external customers.
• Initiative and organization skills.
• Self-motivated, enthusiastic, with a positive attitude.
• Ability to perform as a team player.
• Experience working with senior level management.
• Demonstrated exceptional computer skills and software application proficiency.
• Demonstrated ability to read difficult instructions and maintain written records.
• Ability to multi-task.
• Bilingual (English & Spanish) a plus.

Responsibilities

• Provide advanced administrative support to departments by performing various tasks.
• Operate telephone switchboard to answer, screen and forward calls, and take messages.
• Greet visitors, determine purpose, and direct to destination.
• Network through industry contacts and community resources.
• Review applicants and participate in recruiting events.
• Research, summarize, and analyze information to prepare reports.
• Screen mail and inquiries; route to appropriate personnel.
• Track office supply inventory and approve supply orders.
• Serve as the go-to for office inquiries and conflicts.
• Handle confidential information, files, records, and reports.
• Promote clear communication within the department and inter-departmentally.
• Provide timely administrative support and special HR projects as needed.
• May perform other related HR duties as assigned.

Skills

Communication skills

Interfacing with leadership

Multitasking

Teamwork

Computer skills

Bilingual English/Spanish

Education

4+ years admin experience

Tools

Microsoft Office

Job description

Job Title: OFFICE ADMINISTRATIVE ASSISTANT

EXEMPT: NO

LOCATION: SANTA ANA

DIVISION: HOURS: 8:00am – 5:00pm

REPORTS TO: HR Manager

DAYS: Monday - Friday

Summary: This position is responsible for the professional and efficient management of telephone calls and messages, as well as a variety of administrative duties that support HR management and office staff. Provide information regarding the company to clients and public.

Essential Duties And Responsibilities Include The Following

• Provide advanced assistance to departments by performing various administrative support functions, including but not limited to, analytical and specialized administrative duties to ensure efficient office operations.
• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and service calls. Keeping voicemail directories updated and properly recorded.
• Greet persons entering the establishment, determine the nature of the purpose of the visit, and direct them to the specific destination.
• Network through industry contacts, community centers, EDD, colleges, trade groups, social media, and employees.
• Review applicants to evaluate if they meet the position requirements and participate in recruiting events.
• Research, compile, summarize, and analyze information to formulate correspondence and respond to various inquiries from internal and external customers. Utilize company personnel at all organizational levels to gather information to prepare reports.
• Screen mail and callers, respond to and route inquiries to appropriate personnel as necessary; determine the importance and priority of various issues and determine what major issues should be brought to the attention of the department head and/or department members.
• Tracks office supply inventory and approves supply orders.
• Serves as the go-to for office inquiries and conflicts.
• Handle confidential, sensitive, and/or critical information, files, records, and reports.
• Actively promote and ensure clear communication within the department and facilitate inter- departmental communication.
• Provide timely and efficient administrative support and special projects to all departments, including the review, research, summarization, or analysis of information.
• May be required to perform other related duties in HR as required and/or assigned.

Minimum Requirements

• Excellent written and oral communication skills
• Ability to interface effectively within all levels of the organization
• Thorough knowledge of corporate operations and product line
• Demonstrated judgment, tact and diplomacy in dealing with internal and external customers
• Initiative and organization skills
• Self- motivated, enthusiastic, with a positive attitude
• Ability to perform as a team player
• Experience working with senior level management
• Demonstrated exceptional computer skills and software application proficiency
• Demonstrated ability to read difficult instructions and maintain written records.
• Ability to multi-task
• Bilingual (English & Spanish) a plus.

Minimum Education Requirements / Certification

• Minimum of 4 years or related experience in administrative preferred, or a combination of experience and education