Administrative Assistant - HR & Office Support

FII•San Jose, CA

7d•$22 - $24•Onsite

About The Position

We are seeking a proactive, detail-oriented Administrative Assistant to support the smooth operation of our office, general services and HR administrative functions. This role plays an important part in maintaining a professional work environment, managing smock and locker inventory, coordinating meetings and company events, and providing high-quality administrative support across the organization. This ideal candidate is a self-starter who thrives in a fast-paced environment, takes initiative and effectively manages multiple priorities with minimal supervision. This role is cross-trained to support the Office Coordinator and will step in as needed to ensure seamless daily office operations. This is a temporary position for a minimum of six (6) months, with the potential to convert to a permanent role based on business needs, headcount availability and individual performance.

Requirements

Associate degree or equivalent in Business Administration, Human Resources or a related field; additional education or certifications are a plus.
1–2 years of experience in HR administration, office administration or a related support role.
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with ATS or other HR systems is a plus.
Highly organized and detail-oriented, with a strong commitment to accuracy and follow-through.
Proactive, resourceful and self-directed with strong critical-thinking and problem-solving skills.
Ability to manage multiple priorities in a high-volume, fast-paced environment.
Adaptable and flexible, able to adjust quickly and effectively to changing priorities and business needs.
Strong written and verbal communication skills with a collaborative, customer-service mindset.
Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.

Nice To Haves

Ability to communicate in additional languages, such as Vietnamese, Cantonese or Mandarin, is a plus.

Responsibilities

HR and Administrative Support Support onboarding activities, including coordinating system access, equipment and badges, and where applicable, issuing smocks and assigning lockers to production floor employees.
Support offboarding activities, including coordination of company asset returns (e.g. laptops, badges, smocks).
Maintain HR templates, records, and employee contact lists in a structured, organized and confidential manner.
Assist with coordination of meetings, training sessions and employee events.
Provide general administrative support to the HR team, including data entry, filing and supply coordination.
Collaborate with the HR team and Office Coordinator to support cross-functional initiatives and operational needs.
General Administration & Office Support Provide administrative support to management, including preparing proposals and presentations, processing data and assisting with travel and expense reimbursements.
Source and reserve venues for business meetings, dinners and offsite events.
Provide backup support for non-confidential HR administrative tasks as required.
Smock, Uniform & Locker Management Issue smocks and uniforms to new hires and assign lockers to the appropriate employee population.
Collect smocks and locker keys from departing employees and temporary workers, where applicable.
Maintain accurate inventory and tracking of employee and visitor smocks; distribute and collect as required.
Coordinate with smock-related vendors and support invoice processing.
Facilities & Office Environment Management Maintain a clean, organized and professional office environment.
Set up and take down seasonal or event-related décor and communications.
Proactively remove misplaced or abandoned items from shared spaces.
Manage cubicle assignments and office space planning in coordination with stakeholders.
Meeting and Event Coordination Organize and coordinate company events, internal meetings, celebrations and offsites as required.
Liaise with vendors and internal teams to manage logistics, catering, payments and communications.
Ensure smooth event execution with attention to detail and timely follow-up.
Backup Support to Office Coordinator (as needed) Oversee daily office operations and general administrative processes.
Coordinate with vendors for facilities, utilities and equipment servicing.
Track and process office expenses, invoices and purchase requests.
Order and manage pantry, janitorial and office supplies.
Ensure functionality and upkeep of office equipment (e.g. printers, copiers, shredders).
Manage incoming and outgoing mail, courier services and general correspondence.
Welcome visitors, manage check-in/out protocols and support badge and access control.
Reserve and prepare meeting rooms, including refreshments as needed.