Find & Apply For Office Manager Jobs in Santa Clara, California

Office Administrator — Santa Clara, CA Spectra360 has a GREAT opportunity to work as an Office Administrator for one of our TRUSTED clients! This is an excellent opportunity for an organized, detail-oriented professional who enjoys managing multiple priorities, working directly with customers and vendors, and coordinating daily operations in a manufacturing environment. Immediate openings — apply TODAY!

Pay:

$25.00 - $35.00 per hour

DOE Shift:

Monday-Friday Work Schedule:

Full-time Location:

Santa Clara, CA Position Type:

Full-time, on-site

Reports To:

Owner Office Administrator Job Responsibilities Responsibilities:

Prepare customer quotes by coordinating with the owner and production team regarding pricing, materials, and lead times. Process incoming customer purchase orders and accurately enter order information into company systems. Send order acknowledgments and confirm delivery dates with customers. Serve as the primary point of contact for customer calls and emails, providing order updates, addressing questions, and communicating drawing revisions or requests. Create and issue purchase orders to vendors for raw materials, tooling, outside processing, and supplies. Follow up with vendors to confirm delivery timelines and proactively communicate potential delays. Reconcile vendor invoices against purchase orders and received materials. Create work orders and job travelers to support production operations. Track open orders and monitor production progress to help ensure jobs remain on schedule. Communicate priorities, deadlines, and order changes between customers, vendors, and the shop floor. Receive incoming packages and materials, verify deliveries against purchase orders, and maintain accurate receiving records. Coordinate outgoing shipments by preparing packing slips, shipping labels, and carrier pickups. Prepare certificates of conformance, material certifications, and traceability documentation. Maintain organized and accurate records for customer orders, engineering drawings, certifications, and vendor files. Assist with invoicing and basic bookkeeping using QuickBooks. Manage office supplies, equipment, and general administrative needs. Support additional administrative and operational tasks as the business grows. Maintain a professional, responsive, and customer-focused approach while managing multiple priorities.

Requirements:

2+ years of experience in an office, administrative, or operations role required. Strong customer service skills and professional communication by phone and email. Excellent organizational skills and attention to detail. Ability to manage multiple open orders, deadlines, and competing priorities without sacrificing accuracy. Comfortable learning new software and navigating multiple systems simultaneously. Proficiency in Microsoft Office or Google Workspace, particularly Excel or Google Sheets. Strong follow-up skills and the ability to communicate effectively with customers, vendors, and internal team members. Ability to work independently while collaborating with the owner and production team. Dependable, proactive, and adaptable, with a strong sense of accountability.

Preferred Qualifications:

Previous experience in a machine shop, manufacturing, or semiconductor supply environment. Familiarity with shipping carriers and shipping tools, including UPS, FedEx, and freight services. Ability to read and understand basic purchase orders, job travelers, and engineering drawings. Experience preparing customer quotes or working with job costing. Experience with QuickBooks, invoicing, purchasing, or inventory-related administrative tasks. Spectra360 is the fastest-growing light industrial and transportation recruitment company working in California, Nevada, Arizona, Washington, and Oregon. We are a supportive company that believes people are our power . We want to work with dedicated, reliable, and motivated individuals looking to grow their careers. If this job sounds like a good fit for you, upload your resume today! Qualified applicants with criminal histories will be considered for employment. We may be required by local, State or federal law or regulation to restrict or prohibit the hiring of individuals with certain specified Criminal History for the job position including Department of Transportation, FMCS, client requirements, etc. Additionally, material job duties that criminal history may have a direct, adverse, and negative relationship potentially resulting in the withdrawal of the conditional offer include compliance with or the demonstrated ability to comply with company policies prohibiting theft, harassment, safety, violence in the workplace, business conduct, or conflicts of interest. #

INDSJ Pay:

$25.00 - $30.00 per hour

Benefits:

Dental insurance Health insurance Vision insurance

Work Location:

In person