Administrative Assistant Specialist
BC Forward

Job Info

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Administrative Assistant Specialist
BCforward is currently seeking highly motivated Administrative Assistant Specialist for an opportunity in Irvine, CA 92606

Job Title: Administrative Assistant Specialist
Location: Irvine, CA 92606
Expected Duration: 06 Months Contract

RESPONSIBILITIES:
* Following established procedures, perform a variety of administrative responsibilities. May be required to perform some or all of the following, with expanded scope:
* Enter and manipulate data on spreadsheet, data base or file management programs and perform a broad range of data retrieval and input projects. Provide timely Sales Order input into mainframe system for multiple customer accounts following established procedures. Maintain shipment log to monitor the value of the shipments on a given program against the limit allowed by the program export license.
* Collaborate with the Contracts Management team, in support of various Business Teams. Communicate actions to be initiated and accomplished. Support the CM team in ensuring standard work is timely accomplished.
* Set priorities and procedures for accomplishing work. May be required to delegate portions to others or offer assistance and support to others. Backup other Administrative Assistants and Contract Administrators in accomplishing tasks in their absence.
* Document learned work instructions to establish common practice for the organization. Draft work instructions for standard tasks that are not yet documented for uniform implementation.
* Gather input and using pricing tools, create quotes for Customer Returned Goods. Support drafting of correspondence for the Contracts Administrator to review and submit to the customer. Support Customer Returned Goods inquiries for status.
* Conduct inquiries and document status and next action for specific problems, such as delays, to ensure objectives are being met, and resolved as necessary.
* Send inquiries and reminders to Contracts Administrators to address Non-Firm Inside Lead Time Demand to make sure it is kept at minimal levels.
* Communicate potentially negative situations to management in a constructive manner. Respond to routine correspondence or draft routine responses for review and signature.
* Interface effectively with team members, functional departments, and customers. Respond to routine questions and receive and/or escort visitors.
* Maintain accurate and up-to-date files and record systems. Access customer demand portals and extract purchase orders. Complete purchase order review checklist. Upload purchase orders to Sharepoint and prepare them to be crawled by SEAL into the SEAL Contract Database. Support making date changes in mainframe for the aftermarket products, so the past due value is accurately reported. Process shippers and create invoices for submittal to customer. Scan documents to provide to others as necessary.
* Maintain confidential records and reports. Work with customer and Parker confidential information (e.g. contract terms, pricing, order information, etc.)
* Seek and maintain up-to-date valid accesses to customer portals, and emerging customer tools to support data retrieval and upload capabilities.
* Perform other related responsibilities toward the success of the organization.

Job Requirements:
* Three years related office experience or demonstrated ability to perform described responsibilities.
* Thorough knowledge of office equipment, administrative procedures and/or terminology in functional area.
* Proficient typing skills with high accuracy required. Proficiency in Microsoft applications and Mainframe applications.

Interested candidates please send resume in Word format Please reference job code 190824 when responding to this ad.

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