Administrative Assistant
Location: San Jose, CA
Job Type: Temp
Company: Coast Personnel
Salary: Market Rate
Category: Light Industrial
Job Description Apply Now
The Administrative Assistant plays a critical role in ensuring smooth operations and efficient workflow within a corporate environment. This position serves as a direct support to management and various departments, handling a wide array of administrative tasks ranging from managing schedules to coordinating with external service providers. The Administrative Assistant is responsible for maintaining seamless communication, organizing meetings and events, and assisting with essential business functions such as travel arrangements, report generation, and data management. This full-time opportunity offers professionals the chance to contribute to a dynamic team, interact with multiple stakeholders, and support organizational goals through diligent administrative practices.
As an Administrative Assistant, candidates will be expected to demonstrate strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The role demands a proactive approach to problem-solving, exceptional communication skills, and a collaborative mindset to effectively interface with internal teams and external partners. Working in this capacity provides not only the chance to refine administrative expertise but also to develop valuable skills in technical writing, IT coordination, and event planning.
The Administrative Assistant will regularly coordinate with on-site IT personnel and building leasing companies to ensure that all facility-related issues are promptly addressed and managed. The position also involves supporting travel logistics, including arranging both domestic and international travel and preparing related expense reports. Preparation of correspondence, detailed reports, and professional presentations are key components of this role, requiring a solid foundation in Microsoft Office applications such as PowerPoint, Excel, and Word.
This role is ideal for individuals who thrive in fast-paced environments and are adept at multitasking. The Administrative Assistant will manage schedules for various visitors, including customers, suppliers, and executive guests, overseeing initial reception and screening processes. The successful candidate will also play a pivotal part in removing operational obstacles for team members on site, ensuring they can focus on their day-to-day responsibilities.
Other core responsibilities include data entry and management related to sales orders, change orders, and credit or rebill transactions. The position entails backlog monitoring and supporting management in achieving weekly on-time delivery performance goals. Additionally, the Administrative Assistant will be responsible for managing service providers and contractors, ordering supplies, coordinating maintenance, and overseeing reconciliation of expenses related to maintenance, repair, and operations purchases.
Applicants should have a minimum of two years of experience in a corporate or product development setting, with a proven ability to maintain professionalism and confidentiality in all matters. A background in technical writing or editing is considered a plus. The ideal candidate will demonstrate excellent verbal and written communication skills, strong organizational capabilities, and proficiency in Microsoft Office programs. The ability to multitask effectively in a high-paced environment is essential for success in this role.
Joining the team as an Administrative Assistant offers a rewarding opportunity to make a tangible impact on the efficiency and success of a vibrant organization. If you are ready to take the next step in your administrative career, we encourage you to apply by clicking the job application button.
Administrative Assistant - Summary- Key administrative support role within a corporate environment
- Supports management and multiple departments with daily tasks
- Integral in maintaining operational efficiency and professional communications
- Assist management with administrative tasks, including answering phones and data entry
- Interface with building leasing company to address and manage facility issues
- Arrange domestic and international travel, process expense reports
- Prepare correspondence, reports, and presentations
- Manage schedules for customers, suppliers, and executive visitors
- Coordinate with on-site IT personnel as needed
- Host and prepare meetings for customers, suppliers, auditors, and executives
- Arrange company events and catered meals
- Manage sales orders, change orders, and credit/rebill transactions
- Monitor backlog and support management of on-time delivery targets
- Oversee plant service providers and contractors
- Order supplies and manage MRO purchases, including bank reconciliation
- Perform additional administrative tasks as assigned
- Competitive salary commensurate with experience and industry standards
- Comprehensive benefits package available to full-time employees
- Opportunities for professional development and growth
- Minimum of two years’ experience in a corporate or product development environment
- Proficient in Microsoft Office (PowerPoint, Excel, Word)
- Excellent verbal and written communication skills
- Exceptional organizational and multitasking abilities
- Ability to handle confidential information with professionalism
- Background in technical writing/editing is a plus
- Highly organized and detail-oriented
- Strong communicator with interpersonal skills
- Proactive and resourceful problem solver
- Experience coordinating with vendors, service providers, and internal teams
- Able to thrive in a fast-paced, multitasking environment
- This role offers exposure to multiple facets of corporate operations
- Opportunity to support cross-functional teams and key business processes
- Positive working environment with potential for career advancement
- All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.