Office Administrator

Diego Delivery; Vista (CA); On-site; USD 45,000 - 85,000; Full time

Job summary

Diego Delivery is seeking a proactive Office Administrator. The candidate will manage daily operations, including client inquiries and scheduling, ensuring smooth coordination between teams. Ideal for someone seeking entry-level opportunities with room for growth in a dynamic logistics environment.

Qualifications

• Preferred 2+ years experience in an admin or operations role.
• Strong computer skills including Excel and QuickBooks.
• Excellent verbal and written communication skills.

Responsibilities

• Serve as the first point of contact for client inquiries.
• Manage delivery schedules and create invoices.
• Assist with billing and reporting using QuickBooks.

Skills

Communication

Organizational skills

Problem-solving

Analytical mindset

Education

High school diploma

Associate’s or Bachelor’s degree

Tools

Microsoft Office

Google Workspace

QuickBooks

Microsoft Excel

Google Sheets

Job description

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About Us:

We are Southern California’s premier white glove delivery, logistics, and warehousing provider, serving luxury residential and commercial clients. With over 37 years of experience and a reputation for precision, professionalism, and care, we handle every step of the delivery process with exceptional service. We’re seeking a sharp, organized, and proactive Office Administrator to join our growing team.

Job Description

About Us:

We are Southern California’s premier white glove delivery, logistics, and warehousing provider, serving luxury residential and commercial clients. With over 37 years of experience and a reputation for precision, professionalism, and care, we handle every step of the delivery process with exceptional service. We’re seeking a sharp, organized, and proactive Office Administrator to join our growing team.

Position Overview:

The Office Administrator will serve as the backbone of daily operations, ensuring smooth coordination between our warehouse, delivery teams, clients, and leadership. The ideal candidate thrives in a fast-paced environment, has outstanding communication skills, and is highly detail-oriented. This role requires initiative, problem-solving, and the ability to keep multiple moving parts aligned.

Key Responsibilities:

• Serve as the first point of contact for client inquiries via phone and email
• Manage delivery schedules that are created by operations
• Create invoices for deliveries
• Contact clients post-delivery for feedback and follow ups
• Support project managers and sales staff with administrative tasks
• Process incoming/outgoing mail
• Assist with billing and reporting using QuickBooks
• Ensure the front office is always welcoming, professional, and efficient
• Create and discuss quotes, estimates, bids, and proposals with Ownership
• File and maintain records on clients, and expenses
• Report to ownership on a daily, and weekly basis
• Respond to emails and text messages in a timely matter
• Help troubleshoot delivery issues, customer concerns, or documentation errors in real time, escalating when needed
• Serve as the communication bridge between the front office and warehouse team to ensure job readiness, staging accuracy, and delivery timelines
• While this is primarily an administrative position, there may be occasional situations where the Office Administrator is asked to assist with light-duty delivery support, such as handling small-to-moderate items, verifying deliveries, or communicating with clients on-site.
• Applicants should be comfortable with occasional physical activity, including lifting and moving items within the warehouse or during delivery staging.
• Willingness to take on additional tasks and responsibilities as directed by ownership to meet evolving business needs.
  
  

Qualifications:

• Preferred 2+ years experience in an administrative or operations support role (logistics or delivery industry preferred)
• Strong computer skills required (Microsoft Office, Google Workspace, QuickBooks or similar)
• Strong knowledge of Microsoft Excel and/or Google Sheets is preferred.
• Excellent verbal and written communication skills
• Strong Analytical mindset
• Strong organizational and time management skill
• Problem-solver who can stay calm under pressure
• High school diploma required; Associate’s or Bachelor’s degree preferred
  
  

Job Type:

• Part Time to Full Time (30 to 32 hours)
  
  

Company Description

We are Southern California’s premier white glove delivery, logistics, and warehousing provider, serving luxury residential and commercial clients. With over 37 years of experience and a reputation for precision, professionalism, and care, we handle every step of the delivery process with exceptional service. We’re seeking a sharp, organized, and proactive Office Administrator to join our growing team.

We are Southern California’s premier white glove delivery, logistics, and warehousing provider, serving luxury residential and commercial clients. With over 37 years of experience and a reputation for precision, professionalism, and care, we handle every step of the delivery process with exceptional service. We’re seeking a sharp, organized, and proactive Office Administrator to join our growing team.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Construction

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