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Sr. Administrative Assistant
2 months ago
Job Title: Sr. Administrative Assistant
Duration: 6 months (Possible extension)
Location: Irvine, CA 92618
Days and Hours: M-F 7:30 AM to 3:30 PM
Summary:
Under general supervision, the Sr. Administrative Assistant is responsible for administrative duties of moderate scope and complexity, requiring independent judgment and familiarity with applicable procedures.
Responsibilities:
- Perform administrative duties following established procedures.
- Enter orders into ERP systems.
- Manage quote status, follow-up activities, and processing.
- Review and process purchase orders.
- Manage customer portals, including downloading/uploading RFQs, purchase orders, and execution reports.
- Process credit/add bill and WAWF submissions.
- Handle CAVs processing and status updates.
- Enter and manipulate data in spreadsheets, databases, or file management programs.
- Conduct a broad range of typing projects.
- Gather data and perform basic mathematical calculations.
- Collect, prepare, review, and distribute documents; proofread and correct errors.
- Assist in the administration of assigned activities.
- Conduct inquiries into specific problems, such as delays, to ensure objectives are met.
- Interface effectively with functional departments, teams, and customers.
- Screen calls, respond to routine questions, and receive/escort visitors.
- Maintain accurate and up-to-date files and record systems.
- Receive reports and take appropriate action as needed.
- Schedule appointments and make routine travel arrangements.
- Coordinate group meetings, travel, meeting room setups, menus, and hotel accommodations.
- Maintain confidential records and reports.
- Order stationery and supplies.
- Perform other related responsibilities as assigned.
Requirements:
- Two years of related office experience or demonstrated ability to perform described responsibilities.
- Ability to accurately type 50 wpm.
- Proficiency in Microsoft Office programs (Word, Excel, PowerPoint, etc.).
- Knowledge of terminology in the functional area.
- Effective verbal, written, and interpersonal communication skills.
- Ability to work effectively with others and be a participative team player.