Administrative Assistant

Job Title: Administrative Assistant (Contract-to-Hire)
Location: Irvine, Texas

We are seeking a highly organized and detail-oriented Administrative Assistant for a contract-to-hire opportunity with our client in Irvine, Texas. This role is ideal for someone who thrives in a fast-paced office environment, enjoys problem-solving, and is committed to delivering exceptional internal and external customer service.

Position Overview

The Administrative Assistant will provide critical administrative and operational support to ensure smooth day-to-day business functions. This role requires strong communication skills, excellent attention to detail, and the ability to manage multiple priorities while meeting deadlines.

A key focus of this position is ensuring total customer satisfaction through proactive support, issue resolution, and relationship building with internal teams and external vendors.

Key Responsibilities

• Provide general administrative support to ensure efficient office and project operations
• Schedule, assign, and track administrative tasks and projects to ensure timely completion
• Maintain office and operational supply inventory, anticipate needs, and place supply orders as required
• Generate shopping carts for catalog purchases, projects, amendments, and open purchase orders
• Contact suppliers to obtain rate sheets, quotes, pricing breakdowns, W-9s, Certificates of Insurance (COIs), and other required documentation
• Track shopping carts through purchase order issuance and initiate new or updated purchase orders as needed (contract renewals, extensions, or dollar increases)
• Review and stamp incoming invoices with appropriate approval details, cost centers, PO numbers, and processing information
• Ensure invoices match purchase orders and contain all required supporting documentation
• Log approved invoices into internal systems and route to Accounts Payable or relevant departments for processing
• Create formal RFPs and bidder lists as needed; coordinate with procurement teams for buyer assignments
• Prepare bid documents and templates for supplier completion
• Develop bid comparison spreadsheets and summaries for evaluation purposes
• Coordinate with suppliers for service requests, repairs, and scheduling of additional services
• Support project teams with administrative tasks including document preparation, proofreading, and supplier research
• Provide reception coverage as needed during breaks, absences, or scheduled rotations

Qualifications

• High school diploma required; additional education preferred
• Prior administrative assistant experience in a professional office environment strongly preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint, OneNote)
• Experience with systems such as Archibus or similar platforms is a plus
• Strong written and verbal communication skills
• Excellent customer service skills with a professional demeanor
• Ability to work collaboratively across multiple departments
• Strong spreadsheet and budgeting skills preferred
• Ability to manage multiple tasks in a fast-paced, deadline-driven environment
• Exceptional attention to detail and organizational skills
• Strong time management and prioritization abilities
• Team-oriented mindset with a proactive approach to problem-solving
• Bilingual skills are a plus but not required

Aspen Technical Staffing
CELEBRATING 25 YEARS
~2001-2026~

We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.