What are the responsibilities and job description for the Administrative Assistant position at LanceSoft, Inc.?

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.

Salary : $25 - $30

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Administrative Assistant

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