Onsite Administrative Assistant — Temp-to-Hire

Ultimate Staffing; San Jose (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

Ultimate Staffing is seeking a professional and organized Administrative Assistant to support our manufacturing client's daily office operations, purchasing activities, facility coordination, employee events, and executive administrative needs. The ideal candidate is detail-oriented, customer service driven, and capable of managing multiple priorities in a fast-paced environment.

This is a temp-to-hire opportunity offering the chance to join a growing organization while supporting a wide range

Qualifications

• 2+ years of administrative or office support experience preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite.
• Ability to prioritize tasks and work independently.
• Professional, customer-focused approach with strong attention to detail.

Responsibilities

• Answer and direct incoming phone calls.
• Manage incoming and outgoing mail and package distribution.
• Coordinate conference room scheduling and office communications.
• Assist with new hire workspace setup and welcome materials.
• Maintain breakrooms, kitchens, and common areas.
• Order and stock office supplies, snacks, beverages, and coffee supplies.
• Coordinate vendor visits, maintenance appointments, and facility services.
• Monitor office inventory and workplace organization.
• Create purchase requisitions and support purchase order processing.
• Maintain vendor records and administrative documentation.
• Process expense reports and track receipts.
• Support business travel arrangements, including flights, hotels, and rental cars.
• Schedule meetings and coordinate catering as needed.
• Prepare meeting materials, agendas, and notes.
• Track action items and maintain administrative records.
• Provide support to leadership and management teams.
• Coordinate employee celebrations and recognition programs.
• Assist with company events, holiday activities, and team gatherings.
• Manage event logistics, vendor coordination, and onsite support.
• Support office improvement initiatives and facility-related projects.
• Assist with vendor coordination, ordering, and project administration.
• Perform additional administrative duties as assigned.

Skills

Administrative experience

Organizational skills

Communication abilities

Microsoft Office

Task prioritization

Customer-focused

Tools

Microsoft Office Suite

Job description

Ultimate Staffing is seeking a professional and organized Administrative Assistant to support our manufacturing client's daily office operations, purchasing activities, facility coordination, employee events, and executive administrative needs. The ideal candidate is detail-oriented, customer service driven, and capable of managing multiple priorities in a fast-paced environment.

This is a temp-to-hire opportunity offering the chance to join a growing organization while supporting a wide range