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Administrative Assistant

Company: Aerotek
Location: Petaluma
Posted on: November 22, 2021

Job Description:

Overview -Aerotek has an immediate opening for a Temporary Administrative Assistant/ Business Support Associate at our Petaluma, CA office.

Compensation: $27.40 per hour + monthly bonus potential

Job Summary
The Business Support Associate is responsible for providing timely and value-adding customer service to our customers including, but not limited to candidates, contract employees, clients and internal partners (both in the field office and corporate or center). This is a customer-facing role that will require ongoing support of customer interactions, problem resolution, and maintaining general office operations, via telephone, email, and in-person.

Key Responsibilities
Contractor and Client Onboarding
Support candidate onboarding process, including I-9 form review and completion and validating I-9 documentation, providing assistance with pre-employment paperwork completion, distributing PPE and other assets as needed
Support client onboarding process, including driving AT&E utilization
Manage contractor compliance with key E-Verify requirements (e.g. expired documents, expired compliance)
Assist with contractor training and certification requirements

Lifecycle Management
Serve as contact for contractor questions, and facilitate communication to the center through ACT and Cases to help resolve onboarding or payroll and invoicing issues (adjustments, lost checks, invoice issues, etc.) with a goal of ensuring customer satisfaction and timely resolution
Partner with the center through Cases to update contractor records for address updates, direct deposit changes, etc.
Manage the processing of live paychecks
Manage contractor travel booking requests
Direct unemployment filing questions and workers compensation inquiries to the proper teams for resolution

Operational Support Activities
Provide outstanding front office customer service (telephone and reception area)
Partner with talent acquisition to manage internal onboarding for all field office/on-premise hiring, including I-9 and onboarding paperwork completion, setting up desk, etc.
In partnership with BSS, manage internal payroll process
Asset distribution and collection for new internal hires and terminations
Maintain outstanding levels of administrative support to all internal and external employees and resolve issues related to process and technology questions
Serve as primary liaison between field office producers and corporate or center-based teams, and find opportunities to drive partnerships between the center and field employees
Provide education and accountability to field office/VOP producers around important processes, including timely ESF submittal, timely CRG submittal, timely finish ESF submittal, etc.
Serve as point of contact for real estate communications (support any in-office updates/moves/installations), and property management
In partnership with BSS, manage office purchasing (P-card reconciliation) and vendor management (copier maintenance, kitchen appliance service, etc.)
Order, maintain and organize all office supplies, manage mailing and shipments, and file and maintain office paperwork and office directory


Ability to prioritize, organize, problem solve and meet deadlines and goals
Ability to communicate effectively and provide follow up
Capability of working in a team-oriented environment and deliver/receive honest feedback
Thorough knowledge of business policies and human resource practices
Excellent written/oral communication and interpersonal skills
Strong decision-making ability
Ability to build strong partnerships with all internal customers, both locally and in our corporate and center-based locations
Integrity and ability to maintain confidentiality and personal credibility
Ability to tackle complex issues and develop innovative, practical solutions
Understanding of the Allegis organization; context, complexity, dynamics, key issues and drivers
Understanding how information impacts the operating company and how data will be used to support operating company decisions
Action and detail oriented; able to prioritize while handling multiple tasks

1 + years experience in a customer service related position
Associates degree or two years of applicable experience in customer service

Personal Attributes

Team player
Tactful and diplomatic
Critical thinker
Seeks growth and self-improvement


Keywords: Aerotek, Petaluma , Administrative Assistant, Administration, Clerical , Petaluma, California

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