Administrative Assistant

Job Category Admin / Secretary Location Huntington Beach, CA Salary Range $20.00 - $23.00 Position Summary The Administrative Assistant will report directly to the Director of Operations and COO at our Huntington Beach, CA facility. Responsibilities include supporting daily office operations, coordinating administrative tasks, assisting with AR/AP functions, and providing some customer service support. This role ensures efficient workflow, accurate documentation, and a positive experience for both internal staff and external customers. This is a part-time, on-site position with flexibility in the number of workdays and daily hours. Administrative Support Manage calendars and schedule meetings for staff and leadership. Prepare, edit, and maintain documents, reports, and spreadsheets. Organize and maintain filing systems, both digital and physical. Assist with data entry, record keeping, and database updates. Use Microsoft Excel to organize and manage data, including the use of basic formulas and functions. Support office operations, including ordering supplies and maintaining inventory. Assist with trade show preparation, including assembling samples and verifying items for trade show pallet shipments. Coordinate travel arrangements for visitors from Japan and support related internal communications. Perform other duties or projects as assigned by management. Customer Service Support Serve as the first point of contact for phone, email, and in-person inquiries and direct customers to the appropriate team member. Assist with sending product samples to existing and prospective customers. Provide accurate information and basic support to customers, escalating complex issues as needed. Report unusual issues, customer concerns, or operational problems to management for resolution. Perform other duties or projects as assigned by management. Accounts Receivable (AR) Assistance Assist with generating and sending customer invoices. Record incoming payments and update customer accounts. Support follow-up on outstanding balances under the direction of management. Maintain accurate AR files and documentation. Accounts Payable (AP) Assistance Assist with processing vendor invoices and matching them with purchase orders or receipts. Maintain vendor files and ensure accurate documentation. Assist with resolving invoice discrepancies or payment-related inquiries. Required Skills & Qualifications Strong written and verbal communication skills. Excellent organizational and time-management skills. Ability to multitask and prioritize in a fast-paced environment. Strong attention to detail and accuracy. Proficiency in Microsoft Excel, including the ability to use basic formulas and functions. High school diploma or GED required. Previous administrative support or related office experience. Valid driver's license; occasional local travel may be required. Ability to occasionally lift, carry, or move up to 50 pounds. Preferred Qualifications Basic understanding of accounts receivable and accounts payable. Experience with QuickBooks. Proficiency in Microsoft Office, including Word and Outlook. Associate's degree or equivalent combination of education and experience preferred. Work Schedule Part-time, on-site in Huntington Beach, CA. Schedule can be flexible depending on availability and business needs. Examples may include: 5 days per week, approximately 5 hours per day 4 days per week, approximately 6-7 hours per day 3 days per week, approximately 8 hours per day Specific workdays and hours will be discussed based on the candidate's availability and business needs. Triup, Inc