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 road
Responsibilities
- 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.
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Spectraforce Technologies
Apr 28, 2026