Job Title: Administrative Assistant Support Entry Level
Duration: 3 months (09/04/2025 - 12/19/2025)
Location: Irving, TX 75063 (Onsite)
Shift Timings: 9:00 AM - 2:00 PM (Mon-Fri)
Note: Part time position for now with the possibility for a full time position down the road.
Responsibilities:
- Ensure total customer satisfaction through understanding of client's expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.
- Provide administrative support to ensure efficient client operations.
- Complete operational requirements by scheduling and assigning administrative projects and expediting work results.
- Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing, and expediting orders for supplies.
- Generate shopping carts for various catalog orders, projects, amendments, and open purchase orders.
- Contact suppliers for rate sheets/quotes, price breakdowns, and supply quotes to FSA; handle W9's, COI's, and other paperwork needed for approvals.
- Track shopping carts for PO issuance and request new purchase orders when needed to replace expiring contracts or amendments to increase dollar amounts/extend expiration dates.
- Stamp all incoming invoices with arrival dates and appropriate "Approval" stamp for PO, cost center, account, and other processing information.
- Ensure invoices match their assigned PO numbers; confirm all required information is attached to each invoice.
- Once invoices are approved by the FSA, log into NETS, and send via in-house mail to the RFSA or A/P (utility invoices) for further processing.
- Cover reception station when needed during scheduled times, breaks, or vacation periods.
- Create formal RFP's and bidder lists as needed; work with Corporate Procurement to get buyer assignments.
- Create bids from templates for suppliers to complete.
- Create bid comparison spreadsheets or tables as required.
- Call suppliers as needed to request repair services or schedule additional services.
- Assist FSA with requested projects including proofing, finding suppliers, documents, etc.
Qualifications:
- High school graduate or higher education preferred.
- Previous Administrative Assistant experience in a professional office environment preferred.
- Working knowledge of software programs such as SAP, Microsoft Word, Excel, Outlook, PowerPoint, OneNote, etc.
- Excellent customer service skills, professional attitude, and appearance.
- Strong written and verbal communication skills.
- Ability to collaborate with staff across multiple departments.
- Ability to work with budgets and create spreadsheets.
- Ability to multi-task in stressful situations and meet deadlines efficiently.
- Dedicated team approach to business skills.
- Excellent attention to detail.
- Strong time management skills.
- Recommendations are a plus.
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Spectraforce Technologies
Sep 04, 2025