Office Assistant

Job Summary:   

The Office Assistant provides general administrative and clerical support to the Human Resources and executive teams to ensure efficient daily office operations. This position assists with scheduling, filing, recordkeeping, communications, and other administrative functions that contribute to a well-organized and productive work environment.

The Office Assistant will primarily work in the San Dimas office, with required travel once per week to the San Bernardino office to assist with scanning, filing, and other administrative needs. The role may also include occasional support for the President with general coordination tasks as needed.

This is an entry-level position ideal for someone who is detail-oriented, demonstrates strong communication skills, and takes initiative with excellent follow-through.

Duties/Responsibilities

• Provide general administrative support to the HR Team.
• Answer and transfer incoming phone calls; greet and assist office visitors in a professional manner.
• Assist with preparing and sending birthday cards; maintain accurate employee birthday and anniversary lists.
• Help coordinate and sent out team communications and company announcements.
• Coordinate with the IT department to facilitate setup and assignment of new phones, tablets, and laptops.
• Order and maintain inventory of office supplies; ensure common areas and break rooms are stocked and organized.
• Order company gear, organize, and maintain.
• Update HR compliance trackers and distribute employee vacation and sick tracking reports
• Travel to the San Bernardino office, once per week, to assist with document scanning, filing, and other administrative needs.
• Scan, organize, and digitally file company documents and employee records.
• Assist with scheduling interviews, coordinating interview logistics, and maintaining candidate communication
• Facilitate new hire background checks and drug/alcohol screenings.
• Process DOT medical certification requests through Concentra and maintain related documentation.

Miscellaneous Duties:  

• Attend and participate in company or HR meetings as requested
• Support general office activities and contribute to maintaining a positive, professional work environment
• Assist across departments as needed to ensure smooth daily operations.
• Perform other related duties as assigned.

 Required Qualifications: 

• 1 – 2 years of administrative or office support experience preferred,
• Highly detail-oriented with excellent organizational and follow-up skills.
• Strong written and verbal communication abilities.
• Dependable, professional, and abled to handle multiple priorities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and adaptable to new systems.
• Ability to maintain confidentiality and handle sensitive information.
• Willingness and ability to travel locally between San Dimas and San Bernardno.

Preferred Qualifications: 

• Prior experience supporting HR or Executive leadership teams.
• Familiarity with basic office equipment
• Experience coordinating small office events or staff activities.

Valid Driver’s license and reliable transportation for inter-office travel.