Administrative Assistant & Office Coordinator

Description

Position Title:

Administrative Assistant & Office Coordinator

About the role:

The Administrative Assistant serves as the welcoming face of OneSource Supply Solutions and plays a key role in creating a positive experience for employees, customers, vendors, and visitors. This position blends front office reception, event coordination, administrative support, and warehouse operations support.

The ideal candidate is friendly, highly organized, detail-oriented, and enjoys helping others. They thrive in a fast-paced environment, take pride in creating a professional and welcoming workplace, and are equally comfortable greeting guests, coordinating company events, managing office logistics, and supporting operational data entry and documentation.

Compensation: $22 - $28 per hour

Type: Full time, in person only

Hours: 7:30 am - 3:30 pm, Monday - Friday

What You Will Do:

Front Office Reception & Employee Experience

• Serve as the first point of contact for visitors, vendors, customers, and employees, creating a welcoming and professional experience
• Manage the front desk and reception area to ensure a polished, organized, and inviting environment
• Answer and direct incoming calls and inquiries with professionalism and excellent customer service
• Receive, sort, and distribute incoming mail, deliveries, and packages
• Coordinate meeting room scheduling, setup, and hospitality needs
• Ensure office common areas, conference rooms, beverage stations, and guest spaces are maintained and presentation-ready
• Maintain office supply inventories and coordinate replenishment as needed
• Support employee engagement activities and help foster a positive workplace culture

Event & Marketing Support

• Partner with the HR Manager to coordinate company meetings, customer events, trainings, culture initiatives, and special events
• Assist with event logistics including catering, room setup, supplies, signage, and attendee support
• Ensure food, beverages, coffee, water, and hospitality items are available and prepared for meetings and events
• Coordinate shipment and distribution of company swag, promotional materials, and giveaways for events, trade shows, customers, and sales teams
• Maintain inventory of marketing materials and event supplies, tracking usage and coordinating replenishment
• Assist with preparing presentation materials, meeting packets, and event communications
• Support company branding efforts by helping ensure marketing materials are organized, available, and professionally presented 

Warehouse & Operations Support

• Ensure smooth implementation of warehouse and administrative processes
• Act as a liaison between warehouse staff and internal departments
• Respond to emails and inquiries from suppliers and internal teams
• Work with receiving and operations teams to resolve receiving discrepancies
• Schedule inbound deliveries and maintain the receiving calendar
• Prepare, scan, and file receiving documentation (packing lists, invoices, etc.)
• Organize and maintain physical and electronic records related to warehouse and production activity
• Perform general administrative tasks (filing, photocopying, office supply management)
• Support warehouse team with day-to-day activities as needed
• Identify opportunities to improve processes and increase efficiency

What You Will Bring

•  A warm, welcoming, and customer-focused personality with a genuine enjoyment of helping people
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Exceptional attention to detail and commitment to accuracy in administrative and data-entry tasks
• A proactive, "see it, own it, solve it" approach to work
• Ability to anticipate needs and ensure meetings, events, and office operations run smoothly
• Excellent interpersonal skills and confidence to interact professionally with employees, customers, vendors, and executive leadership
• Strong written and verbal communication skills; bilingual English/Spanish preferred
• Ability to thrive in a fast-paced environment while maintaining a positive, professional demeanor
• Strong problem-solving skills and sound judgment when handling requests and competing priorities
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and Teams
• Experience coordinating meetings, events, hospitality services, or office administration preferred
• Experience with Eclipse or a similar ERP system preferred
• Comfortable working in both office and warehouse environments and supporting a variety of operational activities
• Demonstrated ability to handle confidential information with professionalism and discretion

Why This Role Matters

You’ll be the hub of the operation, supporting warehouse workflows while creating a positive, organized, and professional front office experience for employees, customers, and partners.

Qualifications:

• Education and/or Experience:
• 1–3 years of administrative, receptionist, or warehouse support experience preferred 
• Experience in a warehouse, logistics, or distribution environment is a plus 
• High school diploma or equivalent required; associate’s degree preferred 
• Equivalent combination of education and experience will be considered

Supervisory Responsibilities:

x None

Working Conditions and Environment: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

• Long and varied hours required occasionally.
• Occasional work in a dusty environment. 

Travel:

•   On occasion for company meetings or trainings. 

Physical Demands (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions):

• While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee frequently is required to sit, stand, walk, stoop, kneel, crouch, crawl, climb or balance. The employee will frequently lift and/or move 10 pounds and may be required to occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Key Alignment Topics: 

• OUR MISSION – To grow our company by doing things right and treating people right.
• OUR VISION – To be the essential supply chain partner serving all utilities in California and Hawaii.
• OUR VALUES – People, Safety, Integrity, Pride, Fun.