Job Title: Administrative Assistant - level 2 Location: Agoura Hills, CA 91301 (Onsite) Duration: 12 Months Contract with Possible Extension Pay range: $30-$32 per hour on W2 Job Summary:- We are seeking an organized, on-site Administrative Assistant to manage daily workplace operations, facilities coordination, and vendor support.
- This role ensures office efficiency by balancing daily hospitality tasks with routine compliance, purchasing, and maintenance administration.
Key Responsibilities: Office Services & Reception Front Desk & Logistics: Manage daily reception, visitor logs/badges, incoming mail, and bi-weekly meeting room sanitization.
Inventory & Catering: Monitor and order daily kitchen/snack supplies, process weekly orders, track office and facilities equipment, and assist with daily lunch vendors.
Facilities & Move Coordination (MAC) Workspace Management: Support seating plans, workspace reservations, and desk moves.
Onboarding: Prepare new hire workstations (cleaning, name tags, furnishings, and seating charts).
Safety & Security Compliance (EHS) Safety Coordination: Schedule first aid/earthquake trainings and coordinate AED inspections.
Data & Access: Log annual solar data, submit quarterly waste data, maintain First Aid kits, Electronic and physical filing systems, and issue temporary security access badges.
Purchasing & Vendor Management Financial Admin: Track quarterly facility spending spreadsheets, reconcile purchase cards, and process 1099 requisitions, POs, and invoices via Oracle.
Vendor Support: Maintain the vendor database, track insurance/compliance certificates, schedule preventative maintenance, Delivery quality checks and provide on-site escorts.
General Admin & Maintenance Ticketing: Process facilities maintenance work orders using Jira and T10.
Communications: Manage site-wide announcements, digital signage, and emergency distribution lists.
Qualifications:- Experience: 2+ years of experience in administrative support, office management, facilities assistance, or a related operational role.
- Technical Skills: Proficiency in spreadsheet management (Excel/Google Sheets), ticketing tools (Jira or similar), and enterprise resource planning software (Oracle preferred).
- Soft Skills: Strong multitasking abilities, excellent verbal and written communication skills, and a proactive problem-solving mindset.