Job Description
Job Summary
We are seeking a professional and customer-focused Administrative Assistant for a temp-to-hire opportunity in Palo Alto, CA. This role supports daily business center and legal office operations, including reception, conference room coordination, mail services, document production, shipping and receiving, and administrative support.
This is a great opportunity for someone who enjoys a fast-paced, client-facing environment where reliability, professionalism, and attention to detail are valued. The workplace offers exposure to executive-level customers, legal professionals, and cross-functional teams, with an opportunity to build long-term stability through a temp-to-hire path. Candidates who take pride in delivering excellent service, staying organized under pressure, and supporting a polished on-site experience will do well in this role.
Key Responsibilities
- Welcome clients, visitors, and internal personnel while providing a professional front-office and business center experience.
- Coordinate conference room needs, meeting setups, office services, supply distribution, and general on-site administrative support.
- Operate high-volume copiers, scanners, fax machines, postage equipment, and bindery or finishing equipment for legal and business documents.
- Handle incoming and outgoing mail, shipping, receiving, document delivery, filing, scanning, archiving, and related records management tasks.
- Maintain copier areas, supply inventories, service logs, billing logs, and quality control standards for completed work.
- Support time-sensitive and confidential legal documents while meeting deadlines and communicating clearly with clients and team members.
Compensation and Benefits
- Pay: $26 per hour.
- Job Type: Temp-to-Hire.
- Location: Palo Alto, CA.
Required Qualifications and Skills
- Manage daily business center operations, including reception, client service, conference room support, and administrative coordination.
- Perform document production, copying, scanning, filing, mail handling, shipping, receiving, and quality checks.
- Support executive-level customers, legal professionals, and on-site teams with timely, accurate, and professional service.
- Maintain equipment areas, supplies, service records, delivery logs, and document workflows.
- High school diploma or GED required.
- 1-2 years of related administrative, customer service, office services, mailroom, copy center, or business center experience required.
- Strong customer service, communication, telephone, and interpersonal skills.
- Ability to handle confidential, sensitive, and time-sensitive documents with a high level of accuracy.
- Working knowledge of copier, scanner, fax, postage, and general office equipment.
- Ability to troubleshoot basic equipment issues, clear paper jams, identify service needs, and maintain quality standards.
- Knowledge of shipping and receiving procedures, including packing, checking packing slips, and coordinating deliveries.
- Strong organization, reliability, attendance, professionalism, and ability to manage multiple priorities.
- Ability to work independently and flexibly in a fast-paced, deadline-driven environment.
- Ability to stand, walk, and lift up to 30 lbs. as needed.
- Basic computer skills and ability to support document management, file conversion, file naming, and related workflow tasks.
Preferred Qualifications
- Business center, copy center, legal office, or on-site office services experience preferred.
- Minimum of 2 years of legal industry experience highly desired.
- Related copy job experience preferred.
- Working knowledge of copier maintenance, repair coordination, bindery, quality control, scanning, OCR, FTP, and electronic file handling preferred.
- Basic electronics knowledge preferred.
- Experience supporting legal secretaries, paralegals, project managers, associates, partners, or executive-level end users preferred.
- Ability to support occasional overtime, nights, weekends, or off-hour emergency response if required by the site.
Equal Opportunity Employer / Disabled / Protected Veterans
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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.
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.
Job Tags
Hourly pay, Temporary work, Work at office, Night shift