Administrative Assistant

Administrative Assistant Americover Escondido, CA Job Details Full-time $24 - $28 an hour 18 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Accounting systems Communication with suppliers Customer communication Sales support Microsoft Excel Microsoft Outlook Expiration dates monitoring Word embeddings Administrative experience QuickBooks Vendor communication Client interaction via phone calls Full Job Description We're a product-based company in Escondido looking for a sharp, organized Administrative Assistant who takes ownership of their work and doesn't need to be managed into the details. This role sits at the intersection of customer support, order processing, and business operations — you'll be the person who keeps things from falling through the cracks. This isn't a passive "answer the phones and file things" position. You'll manage live systems, maintain compliance-sensitive records, identify process gaps, and contribute to how we document and improve the way we work. What You'll Be Doing Day-to-day operations: Process customer orders through QuickBooks (via Zoho CRM, WooCommerce, and SPS/EDI), verifying pricing, quantities, and payment before anything ships Handle customer inquiries — order status, tracking, repeat orders — with professionalism and follow-through Manage outgoing mail and assemble sample packs, catalogs, and sales collateral Systems and data: Own CRM data quality: monthly duplicate checks, data entry audits, marketing cleanup for house accounts — target is ≥98% accuracy Maintain electronic and physical filing systems Audit and enter vendor bills into the ERP Manage resale certificate compliance: upload, track expirations quarterly, and ensure validity across CRM and accounting systems Administrative and process work: Order and manage office supplies with cost discipline Write, maintain, and update SOPs and company policy documents on a quarterly basis Identify recurring problems and bring solutions, not just observations Support sales goals tracking and inventory updates Other duties as assigned

What We're Looking For Required:

3+ years of administrative, order processing, or operations support experience Proficient in Microsoft Office (Word, Excel, Outlook) Knowlegeable in Microsoft 365 or comfortable learning Working knowledge of QuickBooks Desktop Comfortable learning new software — we use Zoho CRM, and experience with it is a plus Strong written and verbal communication; you can handle a vendor conversation and a customer call with equal confidence Detail-oriented enough that a pricing discrepancy or an expired resale certificate bothers you before someone else notices it What will set you apart: Experience with CRM data management or database maintenance Familiarity with sales tax compliance, resale certificates, or AvaTax/Avalara Background in order-to-invoice workflows (EDI, WooCommerce, or similar) Experience writing or maintaining SOPs What This Role Is Not If you're looking for a role where you execute a fixed task list and clock out, this probably isn't it. We're a lean operation — the person in this seat needs to be proactive, and be comfortable owning their function without constant direction.

Pay:

$24.00 - $28.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): How many software systems were you actively working in on a typical day at your last job? How do you approach learning a new platform? Have you ever managed resale certificates or worked with sales tax exemption documentation? If so, walk me through your process. Have you managed or maintained a CRM database? If so, what did that look like day-to-day — data entry, cleanup, deduplication?

Work Location:

In person