Administrative Assistant - Onsite Baltimore, MD

Job Description

Job Description

Administrative Assistant (Ryan Portal & Purchase Order Processing)
LHH Recruitment Solutions is seeking an Administrative Assistant for our client. The Administrative Assistant will support our client by managing purchase order processing, maintaining critical tracking spreadsheets, and coordinating documentation through the Ryan Portal system. This role serves as an essential liaison between the Credit Department and Sales team, helping ensure accurate order processing, billing, reporting, and communication related to Ryan Homes accounts.
The successful candidate will possess strong Excel skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will be highly organized, detail-oriented, and possess strong Excel skills to support purchase order processing, reporting, and administrative functions within the residential division.
Position Details

• Job Title: Administrative Assistant
• Location: Onsite -
• Schedule: Monday - Friday, 8:00 AM - 5:00 PM
• Employment Type: Contract (FMLA Leave Coverage)
• Pay Rate: $25.00 - $28.00 per hour

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits, and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.
Position Summary
Day-to-Day Responsibilities

• Retrieve and process purchase orders (POs) from the Ryan Portal.
• Convert PDF purchase orders into Excel format and separate them into individual BOM (Bill of Materials) files.
• Pull and maintain color selections associated with incoming purchase orders.
• Update color tracking spreadsheets and maintain accurate records.
• Review purchase order revisions and determine whether changes are new or active.
• Research and verify information utilizing internal systems, including eTerm.
• Notify appropriate team members of active revisions and updates.
• Pull, print, and organize Nevada Ryan purchase orders for processing.
• Research Ryan lots, color selections, and related documentation for Sales teams.
• Prepare purchase order data in Excel for E-Link processing.
• Enter and date-stamp purchase orders for Accounting and Credit departments.
• Process add orders and service orders, including filing and communicating documentation to Ryan Accounts Payable.
• Support billing-related activities and maintain accurate records.
• Assist with reporting and administrative tasks as assigned.

Key Responsibilities

• Maintain and update critical spreadsheets and reporting tools.
• Ensure accurate and timely purchase order processing.
• Serve as a liaison between Credit, Accounting, and Sales teams to resolve short-pay and overbilling issues.
• Monitor and communicate purchase order changes and revisions.
• Organize and maintain electronic and physical documentation.
• Support department operations through administrative and data management activities.
• Follow established processes and maintain high levels of accuracy and compliance.

Qualifications
Required

• Advanced proficiency in Microsoft Excel, including data formatting, sorting, filtering, and spreadsheet management.
• Proficiency with Microsoft Office applications.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks while meeting deadlines.
• Excellent written and verbal communication skills.
• Experience with data entry, administrative support, or purchase order processing.
• Ability to work independently with minimal supervision.

Preferred

• Experience working with purchase orders, billing, accounting support, or order management functions.
• Adobe Acrobat Proficiency.
• Experience working with ERP, construction, supply chain, distribution, or homebuilder-related systems.
• Familiarity with Ryan Portal, E-Link, or similar order management platforms.

Pay Details: $25.00 to $28.00 per hour

Search managed by: Jason Timothy

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.