Administrative Assistant

Ultimate Staffing; Lake Forest (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Ultimate Staffing in Lake Forest, CA is seeking an Administrator with purchase order and invoice experience to join a manufacturing client. The role covers order entry, invoicing, AR, and coordinating with internal teams to ensure accurate processing from order to shipment.

You will maintain customer files, support master scheduling, generate routine sales reports, and assist with year-end and improvement projects.

Qualifications

• Experience with purchase orders and invoicing.
• Ability to process orders from entry to invoicing.
• Strong attention to detail and communication.

Responsibilities

• Answer company lines and direct them to internal team members.
• Review orders: Customer Purchase Orders, Open Order reports, and customer portals.
• Process Accounts Receivable invoices and credit card transactions.
• Responsible for processing customer orders from entry to invoicing, including verbal/electronic order confirmations to customers.
• Assist in creating and maintaining customer files (routing guides, contact sheets, parts lists).
• Oversee and maintain master schedule with order requirements and invoiced/shipped order information.
• Monitor and update daily work schedule 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 handling and processing order returns with management approval.
• Participate in long term department projects (New Customer On-Boarding, New Part Checklists, Continuous Improvements Lessons Learned, Program Changes).
• Daily, weekly, monthly, quarterly, and annual Sales Reports.
• Coordinate year end activities including Holiday initiatives, filing, reporting.
• Assist in department assigned annual cycle counts.
• Assist with general clerical tasks including filing, scanning.
• Other tasks as assigned by manager.

Skills

Purchase Orders

Invoicing

Job description

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 approval
• Participate 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

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.