Administrative Support Assistant

Location: Based in the Hayward, California office, supporting the North American region and the Hayward and Montreal offices. Occasional flexibility around working hours may be required to communicate with the UK head office.

Company

Passenger and fleet connectivity solutions provider for the railway industry, delivering passenger Wi-Fi, onboard infotainment, and remote condition-based monitoring and maintenance solutions.

What you will do

• Build and maintain relationships with North American suppliers, clients, contractors, and staff.
• Raise requisitions, place and track supplier orders, and manage office-related purchases for supplies, maintenance, and utilities.
• Update NetSuite and spreadsheets for inventory transactions, maintain records, and support stock counts, reporting, and reconciliation.
• Administer domestic and international import/export shipments between the US and Canada, including packaging, pack lists, commercial invoices, and tax-code research.
• Support Finance with accounts receivable and payable transactions, check deposits, and resolving account discrepancies or overdue invoices.
• Assist HR, QHSE, Delivery, Operations and Maintenance, Logistics, and Project Management with onboarding, safety inspections, stock management, quotes, and intercompany transfers.

Requirements

• Experience as an Administrative Assistant.
• Advanced MS Excel skills, including conditional formatting, formulas, and pivot tables.
• Experience with international logistics shipments and harmonized tax codes.
• Strong proficiency with MS Office, including Word, Excel, and Outlook.
• Attention to detail, ability to work under pressure and to deadlines, multitask effectively, and communicate clearly with internal and external customers.
• First Aid Certification or willingness to obtain certification.

Nice to have

• Experience supporting supply chain, finance, and logistics processes.
• Experience with NetSuite or another ERP system.

Culture & Benefits

• Inclusive and diverse workplace committed to equal employment opportunities.
• Flexible working arrangements and reasonable adjustments may be considered where possible.
• Collaborative environment focused on teamwork, trust, and innovation.
• Exposure to current technology in railway passenger and fleet connectivity.