Job ID: 1803437
Reference Code: JC-Administrative-Assistant
Job Summary
We are seeking a detail-oriented Administrative Assistant for a contract/temporary opportunity in Pleasanton, CA. This role supports warehouse administration, inventory documentation, vendor coordination, billing, invoicing, supply ordering, and daily office operations.
The Administrative Assistant will be an important part of a fast-paced, team-focused environment where accuracy, communication, and organization are essential. This is a great opportunity for someone who enjoys supporting operations, working with internal teams and vendors, and keeping critical documentation and workflow processes running smoothly. The role offers exposure to warehouse systems, SAP, Ariba, SOP documentation, and cross-functional coordination in a professional business services setting.
Key Responsibilities
- Maintain accurate records for inventory, shipments, warehouse activities, billing, invoices, and related documentation.
- Process shipping orders, receipts, vendor information, and warehouse paperwork in applicable systems.
- Support inventory tracking, reconciliation, reporting, discrepancy research, and stock audit activities.
- Coordinate with internal teams, vendors, drivers, customers, and suppliers regarding shipments, orders, delivery schedules, and inquiries.
- Monitor group email traffic, schedule vendors on-site, order supplies through approved suppliers, and maintain organized physical and digital files.
- Provide general office support, including answering phones, responding to emails, preparing reports, creating SOP documentation, and supporting warehouse management.
Compensation and Benefits
- Pay rate: $20.00 to $25.00 per hour.
- Job type: Contract/Temporary.
- Location: Pleasanton, CA.
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
- Support daily warehouse administration, inventory documentation, vendor scheduling, billing, invoices, and order processing.
- Maintain accurate records in warehouse management systems and assist with inventory reporting and reconciliation.
- Create and maintain SOP documentation, filing systems, reports, correspondence, and operational records.
- Coordinate communication across internal teams, vendors, drivers, customers, and suppliers.
- High School Diploma or equivalent required.
- At least 1-2 years of experience in an administrative, warehouse support, logistics, inventory, or related clerical role.
- Strong computer skills, including Microsoft Office Suite, especially Excel, Word, and Outlook.
- Familiarity with warehouse management software or warehouse management systems.
- Knowledge of SAP, Ariba, billing, invoices, supply ordering, and vendor coordination.
- Basic understanding of warehouse operations, shipping, receiving, and inventory management.
- Excellent organizational skills with strong attention to detail and accuracy.
- Ability to multitask, prioritize work, and stay organized in a fast-paced environment.
- Strong written and verbal communication skills.
- Ability to sit, stand, and use a computer for extended periods.
Preferred Qualifications
- Associate’s Degree or higher.
- 3-5 years of administrative, warehouse, logistics, inventory control, or operations support experience.
- Prior experience creating SOPs or maintaining process documentation.
- Experience supporting billing, invoicing, purchasing, supply ordering, and vendor scheduling processes.
- Hands-on experience with SAP, Ariba, WMS platforms, and shared group email inbox management.