Admin Assistant

Ideal Fulfillment in Temecula, CA is looking for one Administrative Assistant to join our 40 person team. We are located near Old Town Temecula. This is a full-time, W-2 / direct hire position.

In this role, you will report directly to the offices of the CEO and COO and assist them both with daily business operations. A list of examples of potential tasks is below.

Example Responsibilities: 

Be the gatekeeper of the CEO and COO's time, including: 

• Field telephone calls from clients, partners, vendors, employees, etc. and route them to the proper person, or politely reject them
• Receive and direct visitors 
• Maintain and coordinate schedules, appointments, and calendars for the CEO and COO
• Fielding client requests (either resolving them, or routing them to the correct team member)
• Manage and organize email inboxes of CEO and COO

Perform basic office / computer tasks, including:

• Maintain our digital filing system, including daily scanning and archiving of various shipping and other documents
• Place orders for office and warehouse equipment, supplies, and other needs
• Data entry tasks
• Completion of paperwork
• Create spreadsheets, presentations, and marketing materials as needed
• Correct employee time punches in our online time keeping system

Some light HR related tasks:

• Post job requisitions to hire new employees
• Review resumes of potential new hires and provide list of top candidates to hiring manager
• Welcome and provide assistance with on-boarding / training of new employees
• Submit invoices for payment / reimbursement
• Organize various events/recognition (i.e. employee appreciation, celebration, etc.)
• Draft routine correspondence to employees, such as memos, announcements, or simple reports. 
• Approve or deny employee time off requests

Some light Accounting tasks:

• Follow up with clients who are overdue on invoices
• Assist with review of employee hours prior to payroll runs

Essentially, we are looking for a self-motivated go-getter who will be able to take ownership for a wide range of tasks which are essential for keeping our business running. 

The ideal candidate's qualifications will include: 

• Exceptional attention to detail
• Excellent critical thinking and reasoning skills
• Reliable transportation to work daily (this is not a remote position)
• Availability Monday-Friday, 7:30AM to 4:00PM (we may be able to accommodate a slightly different start or end time)
• Well mannered / polite
• Highly proficient with the English language, both written and spoken
• Comfortable handling a wide range of tasks and "wearing multiple hats" (we will train on anything you're not familiar with)
• Experienced with the Microsoft office suite, including Excel, Word, and PowerPoint, as well as the equivalent Google Docs suite of software
• Proficient typist (minimum 40 words per minute)
• Ability to lift from the floor and carry 25 lbs.

This position is eligible for benefits, including: 

• Retirement savings account with 3% Employer matching contribution
• Medical, vision, and dental insurance, with 50% of premiums covered by the employer
• Weekly pay and consistent schedule

Please provide a Resume with your application. Applications without a resume will be ignored. Please do not call or show up in person to inquire about this position. We will review all applications and reach out to the top candidates for interviews.