Administrative Assistant Support Entry Level

Job Title : Administrative Assistant Support Entry Level

Duration : 3 months (09 / 04 / 2025 - 12 / 19 / 2025)

Location : Irving, TX 75063 (Onsite)

Shift Timings : 9 : 00 AM - 2 : 00 PM (Mon-Fri)

Note : Part time position for now with the possibility for a full time position down the road.

Responsibilities :

• Ensure total customer satisfaction through understanding of client's expectations, proactive problem identification / resolution, and maximizing opportunities to build relationships.
• Provide administrative support to ensure efficient client operations.
• Complete operational requirements by scheduling and assigning administrative projects and expediting work results.
• Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing, and expediting orders for supplies.
• Generate shopping carts for various catalog orders, projects, amendments, and open purchase orders.
• Contact suppliers for rate sheets / quotes, price breakdowns, and supply quotes to FSA; handle W9's, COI's, and other paperwork needed for approvals.
• Track shopping carts for PO issuance and request new purchase orders when needed to replace expiring contracts or amendments to increase dollar amounts / extend expiration dates.
• Stamp all incoming invoices with arrival dates and appropriate "Approval" stamp for PO, cost center, account, and other processing information.
• Ensure invoices match their assigned PO numbers; confirm all required information is attached to each invoice.
• Once invoices are approved by the FSA, log into NETS, and send via in-house mail to the RFSA or A / P (utility invoices) for further processing.
• Cover reception station when needed during scheduled times, breaks, or vacation periods.
• Create formal RFP's and bidder lists as needed; work with Corporate Procurement to get buyer assignments.
• Create bids from templates for suppliers to complete.
• Create bid comparison spreadsheets or tables as required.
• Call suppliers as needed to request repair services or schedule additional services.
• Assist FSA with requested projects including proofing, finding suppliers, documents, etc.

Qualifications :