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.

Administrative Assistant Support Entry Level at Spectraforce Technologies

Job Description

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