Office Administrator

Diego Delivery; Vista (CA); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is looking for a proactive Office Administrator to enhance daily operations. This role is pivotal in ensuring seamless communication between various teams, managing schedules, and providing outstanding customer service. The ideal candidate will thrive in a fast-paced environment and possess strong organizational skills. With a focus on precision and professionalism, this position offers the chance to contribute significantly to a reputable logistics provider known for its exceptional service. Join a team that values initiative, attention to detail, and effective problem-solving.

Qualifications

• 2+ years in an administrative or operations support role preferred.
• Strong computer skills and experience with QuickBooks are essential.

Responsibilities

• Manage delivery schedules and create invoices for deliveries.
• Serve as the first point of contact for client inquiries.

Skills

Microsoft Office

Google Workspace

QuickBooks

Communication Skills

Organizational Skills

Problem-Solving

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

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 36 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

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 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 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 promptly
• 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
• Assist occasionally 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 skills
• Problem-solver who can stay calm under pressure
• High school diploma required; Associate’s or Bachelor’s degree preferred

Job Details:

• Full Time, Part Time
• Entry level
• Employment type: Full-time
• Job function: Administrative
• Industry: Construction