Job Description

Job Description

Job Description

Job Title: Office Assistant

Job Description

The Office Assistant owns the day-to-day operations of the California office, serving as the primary front desk presence and first point of contact for visitors, clients, customers, and vendors. This role manages reception, phones, mail and shipping, office supplies, vendor and building coordination, and supports company events and celebrations. The position reports to the Executive Assistant and provides backup support when needed, acting as the administrative anchor of the office and ensuring a professional, welcoming, and well-organized environment.

Responsibilities

• Serve as the face of the California office by greeting and welcoming visitors, clients, customers, and vendors in a courteous, professional manner that creates a positive first impression.
• Manage visitor sign-in procedures, issue visitor badges, and maintain a secure and organized front desk area.
• Answer, screen, and route incoming calls on the main office line, take accurate messages, and direct inquiries to the appropriate team members.
• Receive, sort, and distribute incoming mail and packages, and prepare outgoing shipments while coordinating courier services such as FedEx, UPS, and USPS.
• Accept deliveries, including food and supply orders, and promptly notify employees for pickup.
• Maintain a clean, organized, and professional reception area and shared office spaces at all times.
• Order, restock, and manage office, conference room, and kitchen/breakroom supplies, monitoring inventory and reordering as needed.
• Coordinate catering and food deliveries for meetings, and ensure conference rooms are properly set up, stocked, and ready for use.
• Help plan and coordinate company events, employee gatherings, and celebrations, including logistics, setup, and vendor coordination.
• Serve as the primary point of contact for outside vendors and service providers, scheduling, coordinating, and following up on office service needs.
• Liaise with building management on maintenance requests, service calls, and facilities issues for the California office.
• Coordinate building access credentials, including programming and deactivating key fobs and managing related charging accounts.
• Provide general administrative support such as scanning, filing, copying, data entry, and document preparation.
• Offer backup support to the Executive Assistant as needed to ensure continuity of administrative operations.
• Perform additional administrative and office-support tasks as required to keep the California office running smoothly.

Essential Skills

• High school diploma required.
• Ideally holds an AA or BA degree.
• At least 1 year of experience in a receptionist or front desk role; corporate experience preferred, with flexibility for candidates who hold a BA degree.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with multi-line phone systems and scheduling software.
• Strong customer service orientation with a friendly, approachable attitude and a genuine desire to assist others.
• Excellent verbal and written communication skills.
• Strong attention to detail, ensuring accuracy and thoroughness in all tasks and communications.
• Effective organizational skills with the ability to multitask and prioritize work in a busy office environment.
• Ability to work independently with minimal supervision as well as collaboratively as part of a team.
• Professional appearance and demeanor suitable for a front desk and client-facing role.

Additional Skills & Qualifications

• Experience in administrative assistance, clerical work, and general office administration.
• Customer service, both in-person and over the phone.
• Experience with data entry, invoicing, and administrative support tasks.
• Comfort using general office equipment such as copiers, scanners, and printers.
• Strong front desk and reception skills, including managing guest flow and maintaining a welcoming environment.
• Ability to adapt to change and thrive in a growing, evolving organization.
• Interest in professional growth and development within an organization that promotes from within.

Work Environment

The company operates in the security and loss-prevention space, manufacturing grocery store security systems and cart lock-theft prevention products, such as locking wheels that prevent carts from leaving the lot and automatic cart pushers used by major retailers. Founded in 1998 on principles of innovation, quality, and service, the organization is in full growth mode following a recent private equity acquisition and has recently moved into a larger building to support continued expansion. The culture emphasizes honesty, loyalty, and investing in people, with a strong focus on growth and promoting from within. This department offers clear opportunities for advancement, and employees are encouraged to develop their careers over time. The Office Assistant reports directly to the Executive Assistant and serves as the administrative anchor of the California office, providing a professional and welcoming experience for all visitors. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with the option for a hybrid arrangement that includes working from home on Fridays to complete administrative tasks that do not require front desk coverage. There is also flexibility to consider a part-time schedule, such as Monday through Thursday from 8:30 a.m. to 2:30 p.m. The office environment is professional and fast-paced, with regular interaction with visitors, clients, and vendors. As the primary front desk representative, the Office Assistant is expected to maintain a professional appearance and demeanor and to represent the company positively at all times.

This is a Contract to Hire position based out of Lake Forest, CA.

The pay range for this position is $23.00 - $24.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Lake Forest,CA.

This position is anticipated to close on Oct 9, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

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