Office Assistant

Aston Carter • Lake Forest, CA

12d • $23 - $24 • Onsite

About The Position

The Office Assistant owns the day-to-day operations of the California office and serves as its primary front desk presence and first point of contact for visitors, clients, customers, and vendors. The role manages reception, phones, mail and shipping, office supplies, vendor and building coordination, and supports company events and celebrations. Reporting to the Executive Assistant, the Office Assistant also provides backup support as needed and helps maintain a professional, welcoming, and well-organized office environment.

The position is based in Lake Forest, California. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. A hybrid arrangement may be considered, with work from home on Fridays for administrative tasks that do not require front desk coverage. A part-time schedule may also be considered, such as Monday through Thursday, 8:30 a.m. to 2:30 p.m. The job is described as contract to hire, and the workplace listing identifies it as fully onsite.

The company works in security and loss prevention, manufacturing grocery-store security systems and cart theft-prevention products. Founded in 1998, the organization is in a growth phase following a private equity acquisition and has moved into a larger building. Its culture emphasizes honesty, loyalty, investing in people, career development, and promotion from within.

Requirements

• High school diploma required.
• At least one year of receptionist or front desk experience; corporate experience preferred, with flexibility for candidates who hold a bachelor's degree.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with multi-line phone systems and scheduling software.
• Strong customer service orientation and a friendly, approachable attitude.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Effective organizational skills, including the ability to multitask and prioritize in a busy office environment.
• Ability to work independently with minimal supervision and collaboratively as part of a team.
• Professional appearance and demeanor suitable for a front desk and client-facing role.

Nice To Haves

• Associate or bachelor's degree.
• Experience in administrative assistance, clerical work, and general office administration.
• Customer service experience in person and over the phone.
• Experience with data entry, invoicing, and administrative support tasks.
• Comfort using general office equipment such as copiers, scanners, and printers.
• Strong reception skills, including managing guest flow and maintaining a welcoming environment.
• Ability to adapt to change and thrive in a growing, evolving organization.
• Interest in professional growth and development within an organization that promotes from within.

Responsibilities

• Greet and welcome visitors, clients, customers, and vendors in a courteous and professional manner.
• Manage visitor sign-in procedures, issue visitor badges, and maintain a secure and organized front desk.
• Answer, screen, and route incoming calls; take accurate messages and direct inquiries to appropriate team members.
• Receive, sort, and distribute mail and packages, prepare outgoing shipments, and coordinate courier services such as FedEx, UPS, and USPS.
• Accept deliveries, including food and supply orders, and notify employees promptly for pickup.
• Maintain a clean, organized, and professional reception area and shared office spaces.
• Order, restock, and manage office, conference room, and kitchen or breakroom supplies; monitor inventory and reorder as needed.
• Coordinate meeting catering and food deliveries, and ensure conference rooms are set up, stocked, and ready for use.
• Help plan and coordinate company events, employee gatherings, and celebrations, including logistics, setup, and vendor coordination.
• Serve as the primary point of contact for outside vendors and service providers, scheduling and following up on office service needs.
• Liaise with building management on maintenance requests, service calls, and facilities issues.
• Coordinate building access credentials, including programming and deactivating key fobs and managing related charging accounts.
• Provide general administrative support, including scanning, filing, copying, data entry, and document preparation.
• Provide backup support to the Executive Assistant as needed.
• Perform additional administrative and office-support tasks as required to keep the California office running smoothly.

Benefits

• Medical, dental, and vision coverage, if eligible.
• Critical illness, accident, and hospital coverage, if eligible.
• 401(k) retirement plan with pre-tax and Roth post-tax contributions available, if eligible.
• Voluntary life and AD&D insurance for employees and dependents, if eligible.
• Short- and long-term disability coverage, if eligible.
• Health Spending Account (HSA), if eligible.
• Transportation benefits, if eligible.
• Employee Assistance Program, if eligible.
• Time off and leave, including PTO, vacation, or sick leave, if eligible.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED