Administrative Support

Job Summary: Administrative Support provides front-desk reception and general administrative assistance, while also supporting the Service Coordinator with client/service coordination tasks and contributing to event planning. This role ensures smooth day-to-day operations, accurate records, and positive client experience. The position collaborates closely with project managers, field teams, and accounting to support project execution and operational efficiency. Additional responsibilities include fleet management, travel coordination, and meeting logistics. Flexibility, organization, and strong communication skills are essential to successfully support office functions.

Responsibilities:

• Greet clients and visitors in a professional, friendly manner.
• Answer direct phone calls and emails; respond to general inquiries.
• Maintain the reception area, ensuring cleanliness and availability of resources.
• Manage visitor sign-in/sign-out and assist with front-desk administration processes.
• Perform routine administrative tasks such as data entry, filing, scanning, and document tracking.
• Support scheduling and coordination of appointments and meetings (internal and external).
• Maintain and update office registers and ensure records are current.
• Maintain confidentiality and handle sensitive information appropriately.
• Assist with service intakes and ongoing administrative coordination.
• Track service requests and appointments.
• Assist service coordinators.
• Direct visitors by maintaining employee and department directories and providing instructions.
• Maintain security by following procedures.
• Manage office supply inventory.
• Maintain upkeep and inventory of the small break room area.
• Answer the front-desk phone, record messages, and transfer callers to the correct department.
• Track and coordinate changes to cell phones.
• Coordinate meetings in the San Diego Conference Room.
• Coordinate and assist with Vehicle Fleet maintenance, spare keys, and vehicle transitions between employees.
• Coordinate travel requests for employees.
• Assist with planning and coordination of internal and external events (community events, all-hands meetings, holiday parties, etc.).
• Support event logistics, including venue/booking requests and catering coordination.
• Prepare and distribute invitations, flyers, and event announcements as directed.
• Coordinate attendee lists, RSVPs, and registration forms.
• Provide on-the-day event support (set-up, signage, welcome packs, attendee directions).
• Provide post-event administration, including attendance records, expense/receipt documentation, and follow-up communications.
• Provide backup support for other admin tasks as needed.
• Perform other duties as assigned.

Required Qualifications:

• High school diploma or equivalent.
• 1+ years of experience as Administrative Assistant, demonstrating organizational and communication skills.
• Proficiency with Windows applications, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational skills with a high level of accuracy and dependability.
• Ability to handle conflict and resolve common inquiries or complaints from customers effectively.
• Flexibility to manage multiple tasks simultaneously in a dynamic environment.
• Must have valid Driver’s License

Preferred Qualifications:

• 2+ years of experience in administrative or customer-facing roles.
• Proven ability to plan work, sequence priorities, and meet simultaneous deadlines under pressure.
• Excellent verbal communication skills, with the ability to speak confidently in one-on-one settings or small groups.
• Strong writing skills, including the ability to create articulate and grammatically correct correspondence.
• Demonstrated ability to handle conflict with professionalism and composure.
• Prior experience with material handling including purchasing, receiving, warehousing, shipping, and inventory control.

Physical Demands:

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job. 

• Must be able to effectively communicate, (ie see, hear, speak and write clearly) in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment 

Working Conditions:

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. 

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate  

Additional Information:

• Compensation: $25 - $30 per hour
• Working Hours: This position generally works Monday- Friday, overtime and on call when necessary
• Benefits:
  • Medical 
  • Dental 
  • Vision 
  • Flexible Spending Accounts 
  • 401K w/ company match 
  • Life/AD&D/LTD 
  • Paid Vacation/Sick/Holidays 
  • Employee Assistance Program 
  • Pet Insurance  

Equal Employment Opportunity Statement
This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

Equal Opportunity Employer, including disability / veterans.

All your information will be kept confidential according to EEO guidelines.

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Reasonable Accommodations
If you require a reasonable accommodation in completing a job application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, you can reach out to our HR team for support at [email protected]. Please note our HR representatives do not have visibility of application or interview status. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job

Indefinite U.S. work authorized individuals only. Future sponsorship is unavailable. U.S. work authorized individuals only.