Proactive Administrative & Mailroom Specialist

Ultimate Staffing Services; Pasadena (CA); On-site; USD 32,000 - 37,000; Full time

Job summary

Ultimate Staffing Services in Pasadena, CA is seeking an Administrative Assistant to support multiple departments and ensure smooth daily operations. The role involves answering calls, handling mail and document preparation, data entry, and coordinating office tasks in a fast-paced environment.

The ideal candidate brings 3–4 years of administrative experience, strong organizational skills, and proficiency with Microsoft Office (Word, Excel, Outlook, Teams).

Qualifications

• 3-4 years of administrative, clerical, or office support experience.
• Mailroom experience strongly preferred.
• Highly organized with excellent attention to detail.
• Proficient with Microsoft Office, including Word, Excel, Outlook, and Teams.
• Ability to work independently and support multiple departments.
• Proactive, dependable, and willing to take initiative.
• Positive, team-oriented attitude with a willingness to help wherever needed.

Responsibilities

• Answer and route incoming phone calls in a professional and courteous manner.
• Provide administrative and clerical support to various departments.
• Assist with mailroom duties, including sorting, distributing, and preparing mail and packages.
• Perform data entry, filing, scanning, copying, and maintaining department records.
• Assist with document preparation, correspondence, and general office tasks.
• Coordinate deliveries and distribute materials throughout the office.
• Maintain office and mailroom supplies and notify personnel when supplies need to be reordered.
• Support special projects and additional administrative needs as assigned.
• Communicate effectively with employees, vendors, and visitors.
• Prioritize multiple tasks while maintaining accuracy and meeting deadlines.

Skills

Administrative experience

Tools

Microsoft Office

Job description

Ultimate Staffing Services in Pasadena, CA is seeking an Administrative Assistant to support multiple departments and ensure smooth daily operations. The role involves answering calls, handling mail and document preparation, data entry, and coordinating office tasks in a fast-paced environment.

The ideal candidate brings 3–4 years of administrative experience, strong organizational skills, and proficiency with Microsoft Office (Word, Excel, Outlook, Teams).