Office Assistant

South Bay Solutions; Fremont (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health Insurance (Medical/Dental/Vison

Safe Harbor 401(K) plan

401(K) match

Paid time off (vacation/sick/holidays)

Referral program

Job summary

South Bay Solutions, a high-precision manufacturing shop, seeks an Office Assistant to provide administrative support to Customer Service and Purchasing in a fast-paced setting. The role emphasizes accuracy, organization, and a willingness to learn in a manufacturing environment.

Ideal candidates are detail-oriented, able to manage multiple tasks, and proficient with Microsoft Office. This entry-level position follows a Monday–Friday 8:00 AM–4:35 PM schedule and offers opportunities to grow

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in Business Administration is a plus.
• Previous office or customer service experience is preferred but not required.
• Proficiency in Microsoft Office (Outlook, Excel, Word).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to work independently and in a team.

Responsibilities

• Assist with processing customer purchase orders and sales orders.
• Prepare and distribute order confirmations and shipping documents.
• Respond to customer inquiries via phone and email in a professional and timely manner.
• Update customers on order status, shipment schedules, and delivery information.
• Maintain accurate customer records and filing systems.
• Support the Customer Service team with general administrative tasks.
• Assist with creating and processing purchase orders.
• Follow up with suppliers regarding order acknowledgments, delivery schedules, and material availability.
• Maintain vendor records and purchasing documentation.
• Help track inventory levels and support inventory replenishment activities.
• Coordinate with internal departments to ensure timely receipt of materials.
• File and organize purchasing records and related documents.
• Perform data entry with a high level of accuracy.
• Scan, copy, file, and organize company documents.
• Prepare reports, spreadsheets, and correspondence as assigned.
• Assist with office supply inventory and ordering.

Skills

MS Office proficiency

Organizational skills

Time management

Verbal and written communication

Education

High school diploma

Associate degree in Business Administration

Tools

ERP systems

Office software (Excel/Word/Outlook)

Job description

About Us

South Bay Solutions is a high-precision machine shop, making parts for semiconductor, medical devices, and advanced tech hardware. Our tolerances are measured in microns, our equipment is top-of-the-line, and our team is passionate about quality craftsmanship.

Position Summary

We are seeking a motivated and detail-oriented Office Assistant to join our team. This entry‑level position provides administrative support to the Customer Service and Purchasing departments in a fast‑paced manufacturing environment. The ideal candidate is organized, eager to learn, and able to manage multiple tasks while maintaining accuracy and professionalism.

Work Schedule

Mon - Fri: 8AM - 4:35PM

Key Responsibilities

Customer Service Support

• Assistwith processing customer purchase orders and sales orders.
• Prepare and distribute order confirmations and shipping documents.
• Respond to customer inquiries via phone and email in a professional andtimelymanner.
• Update customers on order status, shipment schedules, and delivery information.
• Maintainaccuratecustomer records and filing systems.
• Support the Customer Service team with general administrative tasks.

Purchasing Support

• Assistwith creating and processing purchase orders.
• Follow up with suppliersregardingorder acknowledgments, delivery schedules, and material availability.
• Maintain vendor records andpurchasingdocumentation.
• Help track inventory levels and support inventory replenishment activities.
• Coordinate with internal departments to ensuretimelyreceipt of materials.
• File and organizepurchasingrecords and related documents.

General Office Duties

• Perform data entry with a high levelof accuracy.
• Scan, copy, file, and organize company documents.
• Prepare reports, spreadsheets, and correspondence as assigned.
• Assistwith office supply inventory and ordering.

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in Business Administration is a plus.
• Previousoffice or customer service experience is preferred but notrequired.
• Proficiencyin Microsoft Office (Outlook, Excel, Word).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to work independently and collaboratively in a team environment.
• Willingness to learn new systems and manufacturing processes.

Preferred Qualifications

• Experience with ERP systems is a plus.
• Experience in a manufacturing environment is preferred but notrequired.

Benefits

• Health Insurance (Medical/Dental/Vision)
• Safe Harbor 401(K) plan
• 401(K) match
• Paid time off (vacation/sick/holidays/floating holiday)
• Referral program

Join our team and build your career in a dynamic manufacturing environment where your contributions help deliver outstanding service to our customers.