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.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 20.00/hr.