Job Title: Administrative Assistant Support Entry Level
Duration: 4+ months 
Location: Irving, TX 75063
Worksite: Onsite | Monday to Friday | 9:00 AM - 2:00 PM
 Note: Part-time position for now, may become a full-time position down the roadResponsibilities

• Ensure total customer satisfaction through the understanding of client’s expectations, initiative-taking problems, identification/resolution, and maximizing opportunities to build relationships.
• Provides administrative support to ensure efficient client operations.
• Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
• Maintains 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, Project, Amendments, and open Purchase Orders.
• Contact suppliers for rate sheets/quotes, price breakdowns and quotes supplied to FSA, W9’s, COI’s and all other paperwork needed for approvals.
• Track Shopping carts for PO issuance and request new Purchase Orders when needed to replace expiring contracts, and amendments to increase dollar amounts or extend expiration dates.
• Stamp all incoming invoices with arrival dates and appropriate “Approval” stamp for PO, cost center, account, and other processing information.
• Invoices are to match their assigned PO’s numbers, confirm all required information is attached to each invoice.
• Once invoices are approved by the FSA, log into NETS, and use in-house mail to the RFSA or A/P (utility invoices) for further processing.
• Cover reception station when needed for scheduled time, breaks, and/or vacation periods.
• Create formal RFP’s and Bidder Lists as needed. Work with Corporate Procurement to get Buyer assignments.
• Create any needed Bid from template for suppliers to complete.
• Create Bid Comparison spreadsheets or tables as required.
• Call suppliers as needed to request repair services or schedule and additional services.
• Assist FSA with any requested projects, proofing, finding suppliers, documents, etc.

Qualifications

• High School Graduate or higher education preferred.
• Bilingual is a plus but not required
• Preferred previous Administrative Assistant Experience in a professional office environment.
• A good working knowledge software programs such as Microsoft Word, Excel, Outlook, Teams, PowerPoint, One Note, Archibus, and etc.
• Excellent customer service skills, professional attitude and appearance are necessary.
• Excellent written and verbal communication.
• 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.
• Must have excellent attention to details skills.
• Must have excellent 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.