Job Title: Administrative Assistant

Job Description

The Administrative Assistant provides comprehensive administrative and customer support by processing inbound orders, maintaining accurate documentation, and managing multiple customer accounts. This role focuses on accurate data entry, CRM management, and clear communication with customers and internal teams to ensure timely and efficient order handling. The position requires strong organizational skills, attention to detail, and the ability to work independently while collaborating effectively across cross-functional departments.

Responsibilities

• Process inbound customer orders promptly and accurately, ensuring all required information is captured.
• Communicate order status and updates to customers in a clear, professional, and timely manner.
• Review the accuracy of incoming and outgoing orders and verify that all documentation is complete and correct.
• Collect and input orders received via fax, email, voicemail, and online order entry systems into the appropriate platforms.
• Build and maintain professional, positive, and proactive relationships with customers to support long-term account satisfaction.
• Manage multiple assigned customer accounts, ensuring each account receives consistent and reliable support.
• Perform accurate data entry and maintain up-to-date records within CRM and other business systems.
• Prepare, update, and organize reports and documentation with strong attention to detail.
• Prioritize and route customer requests appropriately through coordination with Transportation, Purchasing, Finance, and Warehouse teams.
• Apply problem-solving and critical-thinking skills to intake and manage customer requests and resolve issues efficiently.
• Manage time effectively and demonstrate a strong sense of urgency when handling orders and customer inquiries.
• Use Microsoft Office, CRM tools, and other systems proficiently to support daily administrative and customer service tasks.
• Collaborate as a team player and adapt to support multiple customer experience (CX) functions as needed.

Essential Skills

• Excellent verbal and written communication skills to interact with customers and internal teams professionally.
• Strong organizational skills with the ability to multitask and manage multiple accounts and responsibilities simultaneously.
• High level of attention to detail in data entry, reporting, and documentation.
• Ability to thrive in an independent work environment, demonstrating self-motivation and a structured approach to tasks.
• Skill in establishing and maintaining effective working relationships with customers and colleagues.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Accurate data entry skills and experience managing information within CRM systems.
• Demonstrated time management skills and a strong sense of urgency in completing tasks.
• Problem-solving and critical-thinking abilities for managing customer requests and resolving issues.

Additional Skills & Qualifications

• High school diploma or equivalent.
• At least 1 year of experience as an Administrative Assistant or in a similar administrative support role.
• Experience providing administrative support in a fast-paced environment.
• Background in customer service and clerical work, including handling customer inquiries and documentation.
• Familiarity with CRM systems and online order entry platforms.
• Ability to adapt to changing priorities and support multiple customer experience functions.

This is a Contract to Hire position based out of Ontario, CA.

The pay range for this position is $21.00 - $22.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Ontario,CA.

This position is anticipated