Administrative Assistant

Ultimate Staffing is proud to partner with a long-standing business seeking a proactive and detail-oriented Administrative Professional to join their close-knit office team. This role provides essential administrative support to estimators and office staff, helping to ensure smooth day-to-day operations in a busy and collaborative environment.Key ResponsibilitiesProvide administrative support to estimators/salespeopleAnswer and direct incoming calls; manage incoming emails, including shared mailboxesCreate and send proposals using QuickBooks DesktopActivate new jobs in QuickBooks and generate weekly reports for managementMaintain organized filing systems and order office supplies as neededManage and update the sales bidding calendarAssist in identifying bid opportunities on municipal and town websitesFollow up on submitted bids to determine outcomesMonitor and follow up on aging accounts receivableAttend weekly in-person office meetingsTake on additional tasks as the role evolves and the company continues to growQualifications2+ years of experience in an administrative or office setting preferredQuickBooks Desktop experience requiredStrong organizational and time management skillsComfortable with online research and navigating municipal websitesDetail-oriented, reliable, and proactive in a fast-paced environmentAll qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Created: 2025-07-09