Office Administrative Assistant

Mission Landscape Svc. Inc.; Santa Ana (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

Mission Landscape Svc. Inc. is seeking an OFFICE ADMINISTRATIVE ASSISTANT in Santa Ana, California. This position involves managing phone calls, providing administrative support across departments, and greeting visitors. Ideal candidates will have excellent communication skills, experience in administration, and be bilingual in English and Spanish. The role requires multitasking abilities and a positive attitude, contributing to a collaborative team environment. Candidates with a minimum of 4 years of experience are preferred.

Qualifications

• Excellent written and oral communication skills.
• Ability to interface effectively within all levels of the organization.
• Bilingual (English & Spanish) is a plus.

Responsibilities

• Manage telephone calls and messages efficiently.
• Provide administrative support to ensure efficient office operations.
• Greet visitors and determine their purpose.
• Research and analyze information for reports.
• Handle confidential and sensitive information.

Skills

Written and oral communication skills

Interpersonal skills

Judgment, tact, and diplomacy

Initiative and organization skills

Team player

Computer skills and software proficiency

Multi-tasking ability

Bilingual (English & Spanish)

Education

4 years of related experience in administration

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

• 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