Administrative Assistant

Aston Carter•Rocklin, CA

1d•$22 - $22•Onsite

About The Position

The Administrative Assistant supports senior leaders and the Human Resources team by managing a wide range of administrative and clerical tasks. This role handles purchasing paperwork, coordinates mail and shipping, serves as the main point of contact for visitors, and helps keep office operations running smoothly. The position offers the opportunity to collaborate closely with multiple departments, including engineering teams, and to contribute to a positive, team-oriented workplace culture.

Requirements

Proficiency in Microsoft Office applications.
Knowledge of office management systems.
Working knowledge of standard office equipment, including printers and scanners.
Strong data entry skills with a high level of accuracy.
Customer service experience in an office or front-desk environment.
Clerical and administrative support experience, including filing, scanning, and calendar management.
Excellent time management skills with the ability to prioritize work effectively.
Strong attention to detail and problem-solving abilities.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to handle multiple tasks simultaneously.
Valid driver’s license in good standing.
High school diploma or equivalent.

Nice To Haves

Experience with NetSuite for expense allocation and order tracking is preferred.
Experience using SharePoint for data entry and tracking updates is preferred.
Additional qualifications or formal training as an administrative assistant are preferred.
Experience working in a collaborative, cross-functional environment.
Comfort working closely with engineering and technical teams and exposure to product testing environments.

Responsibilities

Handle purchasing paperwork for both credit card users and ACH payment requests, including preparing orders, allocating expenses in NetSuite, and tracking orders to completion.
Process incoming and outgoing mail through USPS and manage small package shipping through FedEx.
Serve as the main point of contact for visitors, providing a professional and welcoming front-desk experience.
Order and maintain stock of office and kitchen supplies to ensure the workplace remains well equipped.
Assist managers with paperwork that requires scanning, organizing, and filing in both physical and digital formats.
Enter employee suggestions into the SharePoint site and track updates to ensure follow-up and visibility.
Email monthly safety and quality trainings as needed and enter completed training records into the Training Manager system.
Perform data entry tasks accurately and efficiently to support administrative and HR processes.
Provide general clerical and administrative support, including customer service, filing, scanning, and calendar management.
Run local errands in a company vehicle, including picking up items and food for meetings when requested.
Collaborate with other departments such as Research and Development, Product Support Engineering, Engineering Documentation Services, and Fabrication to support cross-functional projects and initiatives.