Find & Apply For Office / Administrative Assistant Jobs in Dana Point, California

Administrative Assistant LIV Organics LLC Capistrano Beach, CA Job Details Full-time $22 - $26 an hour 11 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Qualifications Computer operation Communication with suppliers Confidential information handling Microsoft Outlook Customer service Spreadsheets Basic math ERP systems E-filing platforms Filing Microsoft Office Administrative experience High school diploma or GED Invoice reconciliation Desktop applications Vendor communication Organizational skills Clerical experience Invoice exception handling

Full Job Description SUMMARY:

This position is responsible for providing administrative and operational support to ensure the efficient day-to-day functioning of the department. Responsibilities include processing invoices, entering orders, maintaining accurate records, assisting with purchasing activities, and providing general office support. The position requires strong organizational skills, attention to detail, proficiency in computer applications, and the ability to manage multiple tasks while meeting deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Process invoices using the PR3 system, ensuring accuracy and timely completion. Enter and process credit memos as needed. Serve as a backup for job processing and load-building functions. Enter customer orders and maintain accurate information in the database. Assist buyers with updating purchase orders (POs) and maintaining accurate purchasing records. Coordinate and manage daily administrative workflow to ensure assignments are completed accurately and within established deadlines. Assist with implementing and monitoring departmental programs and projects as directed by management, ensuring timely follow-through. Prepare and distribute memos, emails, reports, spreadsheets, and other business documents as needed. Maintain organized and accurate electronic and physical filing systems. Monitor office supplies, maintain inventory, and coordinate replenishment orders as needed. Assist with coordinating maintenance and service of office equipment, including computers, printers, and copiers. Respond to internal and external inquiries and provide information or assistance as appropriate. Answer incoming telephone calls, greet visitors, and provide receptionist coverage when needed. Communicate and coordinate with other departments to ensure efficient workflow and timely resolution of issues. Perform other administrative and operational duties as assigned by management.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and abilities necessary for the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent required. Three to five years of related administrative, clerical, or office support experience preferred. Experience with invoicing, order entry, purchasing, or general accounting functions preferred. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. Experience with Prophet ERP or similar enterprise resource planning systems preferred. An equivalent combination of education, training, and experience will be considered.

LANGUAGE SKILLS

Ability to read, understand, and interpret written instructions, procedures, and company policies. Ability to prepare routine correspondence, emails, reports, and other business documents. Ability to communicate effectively and professionally with employees, management, vendors, and customers. Ability to follow verbal and written instructions and communicate information clearly.

MATHEMATICAL SKILLS

Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, and division. Ability to calculate and work with percentages, fractions, and decimals. Ability to review invoices, purchase orders, and other numerical information for accuracy. Ability to identify and resolve basic numerical discrepancies.

REASONING ABILITY

Ability to identify and resolve routine administrative and operational problems. Ability to interpret and follow written, verbal, and procedural instructions. Ability to prioritize assignments, manage multiple responsibilities, and meet established deadlines. Ability to exercise good judgment and attention to detail when completing assigned tasks. Ability to recognize issues requiring management attention and communicate them appropriately.

PERSONAL AND PROFESSIONAL ATTRIBUTES

Strong organizational skills and attention to detail. Ability to work independently and collaboratively with others. Ability to follow directions and established company policies and procedures. Ability to maintain professionalism and positive working relationships with coworkers, management, vendors, and customers. Willingness to accept constructive feedback and make necessary improvements. Ability to adapt to changing priorities and departmental needs. Ability to maintain confidentiality when handling company information.

TOOLS AND EQUIPMENT REQUIRED

Personal computer and standard office equipment, including printers, copiers, scanners, and telephones. Microsoft Office applications, including Excel, Word, and Outlook. Prophet ERP and other company software systems. Email, electronic filing systems, and general office applications. Calculator and other standard office equipment as needed.

PHYSICAL DEMANDS

The physical demands described below are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions. While performing the duties of this position, the employee is regularly required to sit, communicate verbally, and use a computer and other office equipment. The employee may occasionally be required to stand, walk, reach with hands and arms, and use hands and fingers to handle documents, office supplies, and equipment. The employee may occasionally be required to lift and/or move items weighing up to 10 pounds. Specific vision abilities associated with this position include close vision and the ability to adjust focus when working with computers, documents, and other office materials.

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions. The position is primarily performed in an office environment with regular use of computers, telephones, and standard office equipment. The noise level in the work environment is generally quiet to moderate. The employee may occasionally interact with personnel from other departments or enter operational areas as needed to perform assigned responsibilities.

Job Type:

Full-time Pay:

$22.00 - $26.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Education:

High school or equivalent (Preferred)

Experience:

Microsoft Office:

3 years (Preferred)

Customer Service:

3 years (Preferred)

Work Location:

In person