Administrative Assistant & Office Coordinator

ONESOURCE SUPPLY SOLUTIONS LLC•Santa Fe Springs, CA

17h•$22 - $28•Onsite

About The Position

The Administrative Assistant serves as the welcoming face of OneSource Supply Solutions and plays a key role in creating a positive experience for employees, customers, vendors, and visitors. This position blends front office reception, event coordination, administrative support, and warehouse operations support. The ideal candidate is friendly, highly organized, detail-oriented, and enjoys helping others. They thrive in a fast-paced environment, take pride in creating a professional and welcoming workplace, and are equally comfortable greeting guests, coordinating company events, managing office logistics, and supporting operational data entry and documentation.

Requirements

A warm, welcoming, and customer-focused personality with a genuine enjoyment of helping people
Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
Exceptional attention to detail and commitment to accuracy in administrative and data-entry tasks
A proactive, "see it, own it, solve it" approach to work
Ability to anticipate needs and ensure meetings, events, and office operations run smoothly
Excellent interpersonal skills and confidence to interact professionally with employees, customers, vendors, and executive leadership
Strong written and verbal communication skills; bilingual English/Spanish preferred
Ability to thrive in a fast-paced environment while maintaining a positive, professional demeanor
Strong problem-solving skills and sound judgment when handling requests and competing priorities
Proficiency in Microsoft Office, including Outlook, Excel, Word, and Teams
Demonstrated ability to handle confidential information with professionalism and discretion
High school diploma or equivalent required

Nice To Haves

Experience coordinating meetings, events, hospitality services, or office administration preferred
Experience with Eclipse or a similar ERP system preferred
Comfortable working in both office and warehouse environments and supporting a variety of operational activities
1–3 years of administrative, receptionist, or warehouse support experience preferred
Experience in a warehouse, logistics, or distribution environment is a plus
Associate’s degree preferred
Equivalent combination of education and experience will be considered

Responsibilities

Serve as the first point of contact for visitors, vendors, customers, and employees, creating a welcoming and professional experience
Manage the front desk and reception area to ensure a polished, organized, and inviting environment
Answer and direct incoming calls and inquiries with professionalism and excellent customer service
Receive, sort, and distribute incoming mail, deliveries, and packages
Coordinate meeting room scheduling, setup, and hospitality needs
Ensure office common areas, conference rooms, beverage stations, and guest spaces are maintained and presentation-ready
Maintain office supply inventories and coordinate replenishment as needed
Support employee engagement activities and help foster a positive workplace culture
Partner with the HR Manager to coordinate company meetings, customer events, trainings, culture initiatives, and special events
Assist with event logistics including catering, room setup, supplies, signage, and attendee support
Ensure food, beverages, coffee, water, and hospitality items are available and prepared for meetings and events
Coordinate shipment and distribution of company swag, promotional materials, and giveaways for events, trade shows, customers, and sales teams
Maintain inventory of marketing materials and event supplies, tracking usage and coordinating replenishment
Assist with preparing presentation materials, meeting packets, and event communications
Support company branding efforts by helping ensure marketing materials are organized, available, and professionally presented
Ensure smooth implementation of warehouse and administrative processes
Act as a liaison between warehouse staff and internal departments
Respond to emails and inquiries from suppliers and internal teams
Work with receiving and operations teams to resolve receiving discrepancies
Schedule inbound deliveries and maintain the receiving calendar
Prepare, scan, and file receiving documentation (packing lists, invoices, etc.)
Organize and maintain physical and electronic records related to warehouse and production activity
Perform general administrative tasks (filing, photocopying, office supply management)
Support warehouse team with day-to-day activities as needed
Identify opportunities to improve processes and increase efficiency