Administrative Assistant / Customer Service

Vista Compliance Laboratories; San Clemente (CA); On-site; USD 38,000 - 52,000; Full time

Job summary

Vista Compliance Laboratories in Orange County, CA seeks an Administrative Assistant at our San Clemente location to support executives and the office. You will manage front-desk duties, handle calls, greet clients, and assist staff with clerical tasks using Word, Excel, and PowerPoint.

This role offers growth in a dynamic, multi-tasking environment. The ideal candidate has a high school diploma or higher, 2+ years of administrative experience, strong communication skills, and a proactive,

Qualifications

• High school diploma or equivalent; associates/bachelor preferred.
• 2+ years administrative experience in a multi-level environment.
• Professional, autonomous and trustworthy.
• Strong written and verbal communication.
• Customer-focused; team player.
• MS Office proficiency; Word/Excel/PowerPoint; accounting software a plus.
• Detail-oriented, self-directed and well-organized.
• Able to work in a fast-paced environment and meet deadlines.
• Travel may be required.

Responsibilities

• Answer inquiries and direct them to appropriate offices in a timely manner.
• Greet visitors and direct them to the appropriate office and/or room.
• Handle all reception of shipments as required.
• Coordinate administrative needs for laboratory engineers and provide certification support.
• Coordinate tasks and clarify information/action items for staff and clients.
• Assist with projects and documents using Word, Excel and PowerPoint.
• Support marketing, sales and business activities as needed.
• Perform clerical support efficiently.
• Provide ad hoc support to other departments as required.
• All other duties to meet project/business needs.

Skills

Communication skills

Autonomy

Multi-tasking

Customer service

Professionalism

Dependability

Education

High school diploma or equivalent

Associate's or higher preferred

Tools

MS Office

Job description

Vista Compliance Laboratories is an independent testing and product certification service provider located in Orange County. We are searching for an Administrative Assistant at our San Clemente, CA location. Vista Labs provides compliance testing services for wireless/electrical and electronic products and helps customers obtain regulatory certifications recognized domestically and internationally.

By providing compliance testing services, quality assurance, and globally recognized certifications for wireless/electronic products (including cellular devices, household appliances, consumer electronic products, wireless/IoT devices, lighting/electrical equipment, medical devices, information communications technology, and industrial equipment), we help ensure the quality and safety of electrical products and devices used by people throughout the world.

Vista Labs is looking for an administrative professional who can handle business-related administrative duties, perform customer-facing tasks involving client communication and interaction, and support other staff including technical personnel. Responsibilities include receiving and directing phone calls, greeting clients and visitors, clerical duties such as filing, copying, faxing, sorting, data entry, and other front-desk tasks. This role supports a multi-tasking environment and offers opportunities to learn and grow. Apply online to join the #1 provider of EMC/EMI, RF, SAR compliance testing services as well as global product certifications.

As an Administrative Assistant, you will report to and provide services for one or more high-level executives, and you will support staff. Under minimal supervision, you will perform advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices.

The ideal candidate will exhibit high standards, excellent communication skills, and have the ability to take initiative and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will contribute to success in this role.

Essential Duties And Responsibilities

• Answer all incoming inquiries and direct them accurately and in a timely manner.
• Greet visitors and clients and direct them to the appropriate office and/or room.
• Handle all reception of shipments from courier services as required.
• Serve as administrative liaison pertaining to administrative needs for the laboratory engineers, and provide administrative/certification support for the company.
• Coordinate tasks and clarify information/action items for staff and clients.
• Assist with projects, including creating, reviewing, and revising documents; support documentation and work with Word, Excel, and PowerPoint.
• Support marketing, sales, and business activities as needed.
• Perform clerical support in an efficient manner.
• Provide ad hoc support around the office and to other departments, as required.
• All other tasks and duties assigned to meet project and/or business needs.

Required Knowledge, Skills, And Abilities

• High school diploma or equivalent; associates degree and/or vocational program. Bachelor’s degree in management, accounting, economics, business management or equivalent preferred. Understanding of technologies and background is preferred.
• 2+ years of administrative experience in a multi-level environment that involves human resource management and organizational development is preferred.
• High level of professionalism, integrity, and the ability to work autonomously.
• Strong to excellent verbal and written, interpersonal, customer service, and communication skills.
• Customer-focused; team player.
• Computer and internet literacy, specifically with MS Office applications; knowledge of Word, Excel, and PowerPoint is required. Experience with accounting software is a plus.
• Detail-oriented, enthusiastic, self-directed, and well-organized.
• Self-motivated and able to work in a multi-tasking environment.
• Proactive attitude with excellent organizational skills and attention to detail.
• Ability to function independently within a broad scope of guidelines and established policies and goals.
• Ability to manage workload and assignments in a fast-paced environment while meeting deadlines.
• Travel may be required.

Other General Requirements / Responsibilities

• While performing the duties of this job, the employee is regularly required to stand, sit, talk, listen, and use hands and fingers to operate a computer and telephone keyboard; reach, stoop, kneel to install computer equipment.
• Specific vision abilities required due to computer work.
• Light to moderate lifting may be required.

Vista Compliance Laboratories is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.