Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to support purchasing, service, and project teams in Anaheim, California. This contract position with permanent potential focuses on keeping order information accurate, coordinating vendor follow-up, and maintaining reliable updates that help projects stay on track. The ideal candidate is organized, proactive, and comfortable handling high-volume administrative work in a fast-paced environment.

Responsibilities:
• Oversee purchase order and service order records in the company system, ensuring information is complete, current, and accurate.
• Review open orders regularly, identify overdue items, and follow up with vendors to obtain status updates and resolve delays.
• Record vendor confirmations, shipment schedules, anticipated delivery dates, and proof of delivery documentation.
• Maintain accurate system updates related to delivery timelines, order revisions, and other important order details.
• Flag issues that could affect project schedules and communicate timely updates to internal teams.
• Provide day-to-day administrative support to purchasing, service, project, and operations groups by keeping order data organized and accessible.
• Perform high-volume data entry and order maintenance with a strong focus on accuracy and consistency.
• Organize and retain documentation for orders, vendor communication, and delivery records.
• Use Microsoft Excel and Outlook to track information, share updates, and support daily coordination efforts.
• Partner with internal departments to address discrepancies, gather missing details, and keep orders moving forward.• At least 2 years of experience in administrative support, purchasing support, order coordination, project support, or a similar operations-focused role.
• Practical experience working in an ERP or company order management system; experience with Acumatica is preferred.
• Proficiency with Microsoft Office, especially Excel and Outlook.
• Background supporting purchase orders, service orders, vendor communication, or order tracking activities is strongly preferred.
• Ability to independently follow up on outstanding items and drive issues toward resolution.
• Strong organizational skills with close attention to detail and data accuracy.
• Comfortable communicating with vendors and cross-functional internal stakeholders in a clear and attentive manner.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.