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Sr. Administrative Assistant

2 months ago

Irvine, United States MASHPOINT LLC Full time
Job DescriptionJob Description

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.