Ultimate Staffing is hiring: Administrative Assistant in San Jose

Position Overview

Ultimate Staffing Services is actively seeking an experienced Administrative Assistant to join a Landscape Services company in San Jose, CA. This full-time, non-exempt position reports directly to the President and provides administrative support to ensure efficient operations across multiple offices. The ideal candidate is resourceful, organized, and comfortable working independently or as part of a team.

Responsibilities

Functional Roles and Responsibilities:

• Manage updates for GoCanvas, issue report forms, landscape management proposals, enhancement proposals, budget and contract templates, Ford online portal and reporting, irrigation online portal program adjustments, and annual budget and contract templates.
• Work order management and irrigation map digitization.
• Prepare meeting documents and provide support to the Villages as needed.
• Weekly extraction of meter usage and comparisons against budget.
• Weekly data gathering of irrigation materials used and invoice submission to Villages.
• Draft monthly schedules for maintenance offices, including The Villages.
• Coordinate special projects, such as updating SDS binders and organizing client or team events as needed.
• Answer and direct phone calls and emails in a professional manner.
• Order office supplies and maintain inventory for Bay Area offices.
• Handle incoming and outgoing mail and deliveries.
• Provide general administrative support to managers.
• Maintain a clean and organized office environment.

Qualifications

• Minimum of 3 years' experience in administrative or office roles, including data entry.
• Typing and 10-key skills at productive speed or above.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Good understanding of modern business practices, correct English usage, grammar, spelling, vocabulary, punctuation, and basic mathematics.
• Effective oral and written communication skills in English required.
• Proficiency in QuickBooks software application and Microsoft Excel, Word, and Outlook is preferred.
• Excellent time management and organizational skills.
• Ability to be prompt, accurate, confidential, and cordial in assisting with questions.
• Ability to work independently and manage multiple tasks within deadlines.
• Flexibility and ability to adapt to changes in an organized manner.
• Maintain a professional demeanor in a setting with interruptions (phone and people).
• Comfortable working in a fast-paced environment and managing multiple tasks.

Required Work Hours

Monday through Friday

Benefits

Additional details include competitive pay ranging from $25 to $32 per hour.

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.