Administrative Assistant

The Administrative Assistant/Supplier Services and Support Rep will assist the organization with work related to the preparation of purchase orders, ordering parts, monitoring of purchase orders and parts information. The Administrative Assistant must be organized, have excellent time management skills, and be able to effectively multitask.

Essential Duties and Responsibilities: The following are general responsibilities associated

with the position as directed:

• Provides administrative support to ensure efficient office operations.
• Enters purchase orders and orders parts.
• Signs for incoming packages, and assists clients and other visitors.
• Responds to emails and correspondence.
• Inputs and updates information in databases and spreadsheets.
• Performs general data entry of parts and materials into the computer system via purchase orders;
• Operates and maintains office equipment, including printers, copiers, and fax machines.
• Ensures that deadlines are met and adapts to changing priorities.
• Presents a positive and professional image for the organization.
• Receives incoming items and updates inventory records.
• Enters items and appropriate warranty period into computer inventory system;
• Researches discrepancies in inventory and makes adjustments as necessary.
• Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
• Regularly interacts with others in the work unit, the public, vendors or across departments to exchange basic fact information as requested or as necessary to perform job duties;
• Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
• Performs other duties and activities as assigned.

Education and Experience: The minimum level of education and experience required to perform the job at a satisfactory level.

• High School Diploma or its equivalent (GED)

Knowledge, Skills, and Abilities: The minimum level of knowledge, skills, and abilities to perform the job at a satisfactory level.

• Intermediate Microsoft Office skillset;
• Skill in written English sufficient to read manuals and write standard order forms and record pertinent information;
• Skill in performing computer data entry and operating general computer software such as Microsoft Word or Outlook;
• Skill in communication, interpersonal skills as applied to interaction with coworkers, supervisor, vendors, the general public, etc. sufficient to exchange or convey information and to receive work direction;
• Good customer service skills;
• Ability to establish and maintain effective working relationships with others.
• Bilingual in English and Spanish helpful