Administrative Coordinator

Administrative Coordinator

Ultimate Staffing is actively seeking a dedicated Administrative Coordinator to join their client's team in Pleasanton, CA. This is a fully on-site, temp-to-hire position that offers an opportunity to work closely with the Property and Facilities Manager and the Real Estate team. The role is ideal for someone with a background in administrative support within the construction or contracting industry, looking to contribute their skills to a dynamic team.

General Job Description:

Under the direction of the Property and Facilities Manager, this position will serve as the main liaison between employees and the Property and Facilities Manager as well as provide administrative and secretarial support for the Real Estate team.

Essential Duties & Responsibilities:

• Perform general administrative and secretarial duties, including coordinating training room needs, managing calendars, overseeing mailroom duties, and creating shipping labels as needed.
• Issue keycards for all Northern Region locations and produce name tags for cubicles, offices, and lanyards.
• Partner with the building manager, security, and day porters for service and maintenance calls as needed.
• Manage and dispatch the ServiceNow ticketing system.
• Oversee stocking of supplies on each floor and provide vendor escorts as required for office, pantry, first aid, and printer/plotter vendors.
• Request purchase orders (POs) and work orders for various real estate projects.
• Maintain and order mailroom supplies and ensure the mailroom is neat and orderly.
• Schedule FedEx pickups and dispatch real estate vendors for work orders across the Northern Region.
• Maintain accurate and complete seating charts for all locations.

Position Requirements (Skills, Knowledge, Abilities):

• High School Diploma or equivalent required; college degree preferred.
• Intermediate-plus proficiency in MS Word and MS PowerPoint; basic proficiency in MS Excel.
• Two-plus years' experience in the construction and/or contracting industry in an administrative support position.
• Well-organized with the ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Good written and oral communication skills and strong telephone background.
• Ability to work overtime when required.
• Knowledge of Adobe Photoshop and Adobe InDesign or PageMaker software.

Work Hours:

6:00 am to 2:30 pm, Monday through Friday

Compensation:

$24.74 hour - $32.64 hour

Additional Details:

Fully on-site in Pleasanton, CA

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.