Administrative Assistant-Ranch - Ultimate Staffing Services

We have a long term temporary need for an Administrative Assistant to support a Architecture department in Costa Mesa. This is covering for a Leave of Absence. This is an IN OFFICE, full time temp opportunity. We are looking for someone who can commit thru June 2025. No remote or hybrid option.

Assists in administrative support by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Answers, screens and records phone calls in a professional manner.

Prepares correspondence, reports and memos with extreme attention to detail and accuracy.

Reads and routes incoming mail, e-mail and faxes.

Manages filing system on a weekly basis and creates new files as needed.

Maintains calendar, schedules all appointments and ensures Executive Director adheres to calendar and scheduled meetings.

Interacts and handles numerous requests from tenants and internal departments.

Reviews and codes invoices and enters into Nexus system for processing.

Logs in all blueprints and architecture plans.

Processes and tracks all Purchase Orders for department.

Maintains the confidentiality of all data handled.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EXPERIENCE and EDUCATION

Bachelor's degree (B. A.) from four-year college or university preferred; and three + years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents. Ability to write routine reports and correspondence. Excellent written and verbal communication skills.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts of basic algebra and geometry.

REQUIREMENTS OF POSITION: Good organizational ability, and verbal and written communication skills. Ability to pass a pre-employment background and drug screening test. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Must be proficient in Word, Excel and Outlook.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with di

All 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.