Office Assistant

Ultimate Staffing Services; Ontario (CA); On-site; USD 23,000 - 32,000; Full time

Job summary

Ultimate Staffing Services is seeking an Office Assistant/PM Assistant for a client in California. The role supports administrative functions, file auditing, archiving, and front desk duties to keep operations organized.

Responsibilities include backup receptionist coverage, data entry, and preparing project documentation. Strong detail orientation and multi-tasking are essential in a fast-paced environment.

Qualifications

• Education requirement is a high school diploma.
• 2-5+ years of experience in the construction industry preferred.
• Knowledge of administrative and clerical procedures, including word processing and managing files and records.
• Basic computer skills in Word, Excel, Outlook, PDF, and scanning.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Professional demeanor with strong communication and interpersonal skills.
• Team-oriented and able to collaborate effectively across departments.
• Reliable, punctual, and adaptable to changing priorities.

Responsibilities

• Serve as a backup for the receptionist, including covering breaks and lunch periods, and executing all Receptionist duties.
• Provide scheduled PTO coverage for phones until 5:00 PM.
• Support administrative tasks such as data entry, preparing documents, and tracking databases as assigned by management.
• Close out Estimator and PM Books/Archiving and file all job-related paperwork.
• Operate standard office equipment including postage machines, copiers, printers, and computers.
• Prepare files/documentation for job audits and conduct a full audit of files when a project is closed and prior to archiving.
• Draft meeting minutes, cost estimates, and miscellaneous project correspondence.
• Perform other administrative duties as assigned to support company operations.

Skills

Attention to detail

Organizational skills

Multitasking

Communication skills

Team collaboration

Education

High school diploma

Tools

Word

Excel

Outlook

PDF

Scanning

Job description

Salary: USD20 - USD20 per hour

Position Overview

Ultimate Staffing Services is actively seeking an Office Assistant/PM Assistant for an esteemed client in California. The role involves providing a wide range of administrative and office support, ensuring smooth operations and maintaining high standards of organization. This position is pivotal in managing document archiving, file auditing, and offering front desk support.

Responsibilities

• Serve as a backup for the receptionist, including covering breaks and lunch periods, and executing all Receptionist duties.
• Provide scheduled PTO coverage for phones until 5:00 PM.
• Support administrative tasks such as data entry, preparing documents, and tracking databases as assigned by management.
• Close out Estimator and PM Books/Archiving and file all job-related paperwork.
• Operate standard office equipment including postage machines, copiers, printers, and computers.
• Prepare files/documentation for job audits and conduct a full audit of files when a project is closed and prior to archiving.
• Draft meeting minutes, cost estimates, and miscellaneous project correspondence.
• Perform other administrative duties as assigned to support company operations.

Qualifications

• Education requirement is a high school diploma.
• 2-5+ years of experience in the construction industry preferred.
• Knowledge of administrative and clerical procedures, including word processing and managing files and records.
• Basic computer skills in Word, Excel, Outlook, PDF, and scanning.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Professional demeanor with strong communication and interpersonal skills.
• Team-oriented and able to collaborate effectively across departments.
• Reliable, punctual, and adaptable to changing priorities.

Required Work Hours

The work schedule is Monday through Friday, from 8:00 AM to 4:30 PM with a 30-minute lunch break. If the receptionist is on scheduled PTO, the work hours extend to 5:00 PM with a one-hour lunch break.

This position offers a stable work environment with opportunities for growth and development within the company. The pay is fixed at $20 per hour, with approximately 0% travel time required.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization's facilities.