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Administrative Assistant

2 months ago

Irvine, United States Pinnacle Technology.com Full time
Job DescriptionJob Description

Job Title: Administrative Assistant

Duration: 6 months contract (possibility to extend)

Location: Irvine CA, 92618

Pay Rate: $25 - $30/hr. on W2

Working shift: 1st Shift

Job Description:

Position summary:

With minimum supervision, responsible for administrative duties of broad scope and complexity requiring independent judgement and familiarity with applicable procedures. Effective interpersonal, verbal, and written skills; versatile to interface at all levels of the organization.

Responsibilities:

  • Following established procedures, perform a variety of administrative responsibilities.
  • May be required to perform some or all the following:
  • Administers and process customer purchase orders by reviewing Customer Service Administrators’ flow down instructions for product requirements to existing terms and conditions of purchase orders or maintenance agreements.
  • Establishes and maintains relationships with customer facing teams through courteous and efficient servicing of customer requests. Maintains regular communication with customer facing teams and responds to external customer service issues.
  • Prepares, and submits correspondence in response to customer requests. Maintains an appropriate level of confidentiality regarding customer and company matters.
  • Generates and process of standard spares quotes in a timely manner and coordinates with price estimating. Reviews pricing for reasonableness, submits quotations/proposals for customer review
  • Coordinates with various functions of the company (e.g. Customer Service Administrators, quality, shipping/receiving, accounting, Account Managers, planning and shop personnel) on customer issues. Prioritizes requests and commits to reasonable production and/or provisioning lead‐time.
  • Releases repairs to production when customer approval is received by submitting work order to scheduler and updating sales order
  • Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of typing projects with high degree of accuracy and speed.
  • Manages customer portals, including downloading purchase orders, updating purchase order status, and expedite requests
  • Set priorities and procedures for accomplishing work. May be required to delegate portions to others or help and support to others.
  • Collect data, conduct research, and compile information using a variety of mathematical calculations for a broad range of reports and projects.
  • Conduct inquiries into specific problems, such as delays, to ensure objectives are being met.
  • Communicate potentially negative situations to management in a constructive manner.
  • Read mail, highlight action or important items, attach relevant files or information before distributing. Respond to routine correspondence or draft routine responses for review and signature.
  • Ability to accurately type 55 wpm, where applicable. Personal computer skills required.

Job Requirements:

  • Minimum of three years of increasing in complexity of administrative duties related office experience or demonstrated ability to perform described responsibilities
  • High School diploma or education certificate in applicable functional area preferred.
  • Working knowledge of R-Card preferred
  • MSS knowledge is preferred
  • WAWF knowledge is preferred
  • CAV knowledge is preferred
  • Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.
  • Ability to accurately record meeting proceedings, where applicable.
  • Proficient with Microsoft Suite software.
  • Must demonstrate effective verbal, written and interpersonal communication skills.
  • Ability to work effectively with others and be a participative team player.
  • Ability to navigate customer portals, retrieving orders, updating portals with client promise dates, and managing portal backlog accuracy, including delivery dates, quantities, and price.
  • Excellent Microsoft Excel skills, including Formula, VLOOKUP, and pivot table.