Production Administrator

Production Administrator - Long-Term Career Opportunity - San Diego, CAJob Description• The Office Administrator will be responsible for a wide variety of tasks that are essential to keeping our office running smoothly.• This role combines receptionist duties, payroll assistance, purchasing, HR support, and reporting tasks.• The ideal candidate will be proactive, highly organized, and capable of managing multiple responsibilities with a keen eye for detail.Responsibilities• Answer and manage phone inquiries, ensuring calls are directed to the appropriate team members in a timely and professional manner.• Greet clients, visitors, and vendors upon arrival, ensuring a welcoming and professional atmosphere.• Issue guest badges and manage visitor access in accordance with office protocols.• Oversee the receipt and distribution of incoming packages and monitor the company mailbox for correspondence.• Maintain and track the office's AP card usage through sign-in/sign-out logs.• Manage office supply inventory, ensuring the office and breakroom are fully stocked and operational.• Coordinate the ordering of business cards and other essential office materials as needed.• Accurately input and review the timesheets of hourly and salaried employees daily to ensure accuracy and compliance.• Monitor employee attendance, including tracking absences, sick leave, and vacation time, and provide timely notifications to relevant parties.• Allocate per diem allowances for eligible employees in accordance with company policies.• Submit verified employee hours to the Office Manager for processing in a timely manner.• Assist in processing employee reimbursements and submit relevant documentation for approval and payment.• Collaborate with management to review, verify, and approve Purchase Order (PO) requests before submission.• Track purchases in the Edge system, ensuring materials and invoices are properly received and documented.• Facilitate the submission of vendor invoices and POs to Accounts Payable/Accounts Receivable for processing and payment.• Monitor the open PO report and ensure all orders are processed and closed in a timely manner.• Coordinate with vendors to request credit memos, revised invoices, and any status updates for outstanding materials.• Ensure all purchasing documentation (packing lists, requisition forms, shipping manifests) is appropriately saved and filed in job folders.• Oversee Certificates of Conformance (COCs) for subcontractors, ensuring required signatures from Project Management, Quality Assurance, and subcontractor representatives before processing invoices.Essential Skills• High school diploma or equivalent (Associate's degree or higher preferred)• 2+ years of experience in office administration, bookkeeping, or a similar role• Strong organizational skills with the ability to multitask and prioritize tasks effectively• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.)• Experience with payroll systems and invoicing processes• Excellent communication skills, both written and verbal• Ability to handle confidential information with discretion• Strong attention to detail and problem-solving skills• Ability to work well both independently and as part of a teamAdditional Skills & Qualifications• Familiarity with AP/AR processes and vendor management• Prior experience in HR support or onboarding processes• Knowledge of basic accounting or finance principlesWork Environment• Office setting. Work schedule is Monday to Friday, 6:30 AM to 2:30 PM. Some overtime may apply.Job Type & Location• This is a Contract to Hire position based out of San Diego, California.About Aerotek:We know that finding work is hard, and finding meaningful work is harder. Aerotek connects 180,000+ light industrial and skilled trades workers with 14,000+ employers each year, helping our workers navigate an evolving labor market and find jobs that meets their goals, skills and interests. Since 1983, we have provided a variety of career opportunities across North American industry – from short-term assignments at Fortune 500 companies where you can build your skills, to long-term opportunities where you can play a vital role solving for companies’ construction, manufacturing and maintenance challenges. Our 1,500+ experienced recruiters across 250+ offices work relentlessly to put our workforce in a position to thrive. Let us rise to meet your challenges and put our people-are everything spirit to the test as your career continues to grow.Aerotek offers weekly pay, employee benefits including medical, dental & vision, life insurance, health advocacy and employee assistance programs, a 401(k) plan, and employee discounts.The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.