Administrative Assistant - Lancesoft : Job Details

Title: Administrative Assistant Specialist

Location: Irvine, California, 92618

Duration: 07 Months Contract

Shift: 1st Shift (Monday - Friday) 7am-4pm/8am-5pm

Pay Range: $25 - $30/hr. on w2

ADMINISTRATIVE ASSISTANT SPECIALIST

Customer Support Operations – Order Management

Preferred experience in 1 of below:

WAWF (wide-area work flow) or DIBBs (Defense Logistics Agency Internet Bid Board System) specific to US Government contracting.

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 (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/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 55 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

• MSS 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 the client promise dates, and managing portal backlog accuracy, including delivery dates, quantities, and price.

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