Administrative Assistant

4 days ago

Irvine, United States MASHPOINT LLC Full time
Job DescriptionJob Description

Job Title: Administrative Assistant

Shift: 1st Shift (Monday - Friday)

Time: 7 am-4 pm/8 am-5 pm

Duration: 5+ Months

Location: Irvine, CA - 92618

Summary:

Seeking a proactive and detail-oriented individual to join the team in the Customer Support Operations Order Management role. This position requires managing administrative tasks independently, demonstrating sound judgment in complex scenarios, and adhering to established procedures. Strong interpersonal, verbal, and written Communication skills are essential for effectively interfacing with stakeholders across all organizational levels. The ideal candidate will thrive in a dynamic environment, contributing to the seamless operation of customer support activities with minimal supervision.

Responsibilities

Following established procedures, perform a variety of administrative responsibilities.

May be required to perform some or all the following:

Administers and processes 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 processes of standard spares quotes promptly and coordinates with price estimating. Reviews pricing for reasonableness submits quotations/proposals for customer review

Coordinates with various company functions (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 provisioning lead-time.

Releases repairs to production when customer approval is received by submitting a work order to the scheduler and updating sales order

Enter and manipulate data on spreadsheet, database 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 expediting 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 to 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

Client knowledge is preferred

WAWF knowledge is preferred

CAV knowledge is preferred

Thorough knowledge of office equipment, administrative procedures, and/or terminology in functional areas.

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, retrieve orders, update portals with promise dates, and manage portal backlog accuracy, including delivery dates, quantities, and price.

Excellent Microsoft Excel skills, including Formula, Vlookup, and pivot table.

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