Job ID: 1796327
Reference Code: MC-Administrative-Support
Job Summary
We are seeking an Administrative Support professional for a direct hire opportunity in Ontario, CA. This role supports a certification department with application processing, document management, invoicing support, customer service, and general administrative coordination.
The Administrative Support position is a great fit for someone who is detail-oriented, organized, and comfortable working in a deadline-driven office environment. You will be part of a collaborative team that values accuracy, communication, confidentiality, and responsive service to both internal and external customers. This opportunity offers stability, hands-on experience, and the chance to contribute to important departmental processes while working with supportive leadership and cross-functional teams.
Key Responsibilities
- Review and process incoming applications for completeness, proper documentation, invoice retrieval, and accurate setup.
- Provide professional customer service to clients regarding applications, invoices, documentation, and general inquiries.
- Maintain accurate files by ensuring copies of required documents are properly organized and placed according to department procedures.
- Issue letters and documentation updates as directed by engineering or department staff.
- Process file or application cancellations and reinstatements related to nonpayment or modifications.
- Support department projects, assist team members as needed, and provide backup coverage for administrative functions during absences.
Compensation and Benefits
- Salary range: $47,800 to $49,800 per year.
- Job type: Direct hire.
Equal Opportunity Employer / Disabled / Protected Veterans
The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf
The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf
For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Required Qualifications and Skills
- Process certification applications, documentation, invoices, cancellations, and reinstatements.
- Provide administrative support to internal teams and external clients by phone, email, and written communication.
- Maintain organized records and ensure required documents are accurately filed.
- Assist supervisors and department leaders with projects and workflow needs.
- High school diploma or equivalent required.
- Minimum of 2 years of experience in an office environment.
- Solid PC skills and computer literacy.
- Proficiency with Microsoft Excel, Microsoft Word, and Microsoft PowerPoint.
- Knowledge of accounting or bookkeeping.
- Strong attention to detail and ability to follow instructions accurately.
- Ability to manage productivity, workflow, and priorities in a high-pressure environment with tight deadlines.
- Effective verbal and written communication skills.
- Ability to collaborate with team members, department leaders, and other departments.
- Commitment to confidentiality, company policies, procedures, code of conduct, and safe work practices.
Preferred Qualifications
- Experience supporting certification, compliance, engineering, testing, or documentation-driven departments.
- Previous experience handling invoices, application records, customer inquiries, or file maintenance.
- Strong customer service background in a professional office environment.