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Description

Administrative Assistant Specialist, Irvine, CA

Customer Support Operations Order Management

Prefer a degree to be hired on direct.

Prefer someone that has experience dealing with contracts or warranty information

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 Office administrative responsibilities.
• May be required to perform some or all of the following:
• Administers and process customer purchase orders by reviewing Customer product requirements to existing terms and conditions of purchase orders or maintenance agreements.
• Establishes and maintains relationships with customer through courteous and efficient servicing of customer requests. Maintains regular communication with customer and responds to external customer service issues.
• Prepares, and submits correspondence in response to customer requests. Maintains an appropriate level of confidentiality with regard to customer and company matters.
• Generates and processes repair and spares quotes in a timely manner and coordinates with pricing team. Reviews pricing for reasonableness, submits quotations/proposals for customer review
• Coordinates with various functions of the company (e.g. Contracts Administration, 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 with delivery date and repair costs. Develops action plans to address past due items. May have oversight of order entry activity and shipping for spares.
• 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 offer assistance 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.

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.
• Business System Knowledge preferred (MSS, Milstars, etc.).
• Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.
• 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.