Administrative Assistant

Ultimate Staffing Services; Lake Forest (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

Ultimate Staffing Services is seeking an Administrative Assistant in Lake Forest, CA to support purchase orders and invoicing, coordinating with the internal team.

You will handle order entry to invoicing, assist with AR invoices, maintain master schedules, generate routine sales reports, and participate in department projects and cycle counts. Excellent data entry and multi-tasking skills are required.

Qualifications

• Experience with purchase orders and invoicing.
• Know-how in reviewing orders for accuracy and completeness.
• Ability to process AR invoices and credit card transactions.
• Strong communication with internal teams and customers.

Responsibilities

• Answer company lines and direct to internal team members.
• Process customer orders from entry to invoicing; communicate order requirements to the floor.
• Handle Accounts Receivable invoices and credit card transactions.
• Maintain master schedule with order requirements and invoiced/shipped information.
• Assist in filing, scanning, and general clerical tasks as needed.
• Generate daily, weekly, monthly, quarterly, and annual sales reports.

Skills

Purchase Order experience

Invoice processing

Accounts Receivable

Communication

Job description

Administrative Assistant (JN -082026-429364) Lake Forest, California

Salary: USD27 - USD29 per hour

Manufacturing company located in Lake Forest is seeking an ADMINISTRATOR who has PURCHASE ORDER AND INVOICE experience.

DUTIES AND RESPONSIBILITIES:

• Answer company lines and direct them internal team members
• Review the following to ensure all orders are processed correctly and efficiently:
  • Customer Purchase Orders
  • Open Order reports from customers
  • Customer portals
• Process Accounts Receivable invoices and credit card transactions.
• Responsible for the processing of customer orders from entry to invoicing, including verbal/electronic order confirmations to customers. Effective communication of specific and unique customer requirements to the floor
• Assist in the creation and maintenance of customer files (routing guides, contact sheets, parts lists, etc.)
• Oversee and maintain master schedule with order requirements and invoiced/shipped order information
• Monitor and update daily work schedule in conjunction with Supervisor and Manager and attend meetings as needed
• Full cycle processing of online business to customer orders (inventory check, packing, invoicing, order status communication)
• Assist with the handling and processing order returns with management approvalParticipate in long term department projects such as New Customer On-Boarding, New Part Checklists, Continuous Improvements Lessons Learned, and Program Changes
• Daily, weekly, monthly, quarterly, and annual Sales Reports
• Coordinate year end activities including Holiday initiatives, filing, reporting, etc.
• Assist in department assigned annual cycle counts
• Assist with general clerical tasks including filing, scanning, etc.
• Other tasks as assigned by manager