Administrative Assistant at Hedy Holmes Staffing Services

Position: Admin Assistant

Location: Oakland, CA

Schedule: Sunday - Thursday | 6:00pm - 4:00am, training at 3pm for the first 3 months

Pay Rate: $25.00 /hourly

Position Overview:

The Administrative Assistant supports daily office operations. The role ensures the smooth functioning of administrative tasks, supports various departments (operations, sales, logistics), and maintains organized office procedures. This is a full-time, onsite position.

Key Responsibilities

• Answer and direct phone calls, greet visitors and vendors, handle incoming and outgoing correspondence (phone, email, mail)
• Maintain filing systems (physical and electronic), ensure document organization and archiving
• Manage office supplies: monitor stock levels, place orders, and maintain inventory
• Coordinate scheduling: meetings, deliveries, vendor appointments, and facility logistics
• Assist with data entry, record-keeping, and database maintenance (e.g., vendor info, shipping/receiving logs, inventory or delivery tracking)
• Prepare and distribute internal and external communications: memos, emails, reports, invoices or purchase orders as needed
• Provide clerical support to multiple departments (operations, logistics, sales, administration) including special projects and ad-hoc tasks
• Support bookkeeping functions (e.g., basic AP/AR support, invoices, expense reports, receipts) if needed
• Assist with coordination between operations, warehouse, and distribution teams (e.g., shipping/receiving, delivery scheduling)
• Ensure office compliance with company policy and maintain confidentiality of company records

Qualifications & Skills

• High school diploma or GED required; associate's degree or relevant certification preferred
• Prior experience in an administrative or clerical role (1–3+ years preferred)
• Strong proficiency in Microsoft Office (Word, Excel, Outlook) — and comfort working with email, spreadsheets, and document management
• Excellent verbal and written communication skills
• Strong organizational skills with attention to detail and ability to multitask in a fast-paced environment
• Reliability, professionalism, and strong work ethic
• Ability to interact professionally with internal staff, external vendors, and delivery/transportation partners
• Basic bookkeeping or invoicing experience is a plus (but not required)
• Dependability and ability to perform clerical duties with minimal supervision, while prioritizing tasks and meeting deadlines