Administrative Assistant Specialist

Job Title : Administrative Assistant (Order Management)

Location : Irvine, CA

Duration : Months contract (Possible Extension)

Shift : st Shift : AM : PM OR : AM : PM (Monday Friday)

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 ( 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 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
• Client 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 Parker promise dates, and managing portal backlog accuracy, including delivery dates, quantities, and price.
• Excellent Microsoft Excel skills, including Formula, Vlookup, and pivot table.
30+ days ago