Administrative Assistant

1 week ago


Mission Viejo, United States Robert Half Full time
Job DescriptionJob DescriptionWe are offering a contract to hire employment opportunity for an Administrative Assistant in the Real Estate & Property industry in Mission Viejo, California. The role involves a variety of administrative duties including setting up new communities, plans, and vendors in the purchasing system, maintaining plan budgets, and administering color set up for new communities among other tasks.

Responsibilities:
• Set up new communities, plans, and vendors in the purchasing system.
• Input plan budget information into the purchasing system and ensure accuracy.
• Administer color set up for new communities and maintain them after launch.
• Monitor and track trade partner insurance compliance.
• Set up and maintain a rebate tracking system for specified communities.
• Conduct a monthly review and submission of rebate tracking system data.
• Utilize enterprise Purchasing and Accounting systems to input received data and generate reports.
• Support the vendor payment inquiry process through the review and validation of contract status and amount.
• Perform record retention duties as assigned.
• Carry out related administrative and clerical duties as assigned.• Proficient in Microsoft Office Suite including Microsoft Word, Excel, Outlook and PowerPoint
• Strong customer service skills, able to handle inbound and outbound calls efficiently
• Experience in managing and scheduling appointments
• Ability to handle data entry tasks with accuracy and attention to detail
• Excellent written and verbal communication skills for email correspondence
• Experience in procurement and purchasing
• Familiar with corporate procurement processes and procedures
• Previous experience as a procurement specialist is a plus
• Knowledge and understanding of the real estate and property industry
• Strong administrative skills, able to support various office functions
• Ability to work independently and as part of a team
• Strong organizational skills, capable of managing multiple tasks simultaneously
• High level of professionalism and integrity
• Good problem-solving skills and ability to make decisions under pressure.

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