Administrative Assistant

Position Overview

Ultimate Staffing Services is actively seeking an organized and detail-oriented Administrative Assistant/CSR Support to join their client's team in North County. The Administrative Assistant will provide comprehensive administrative and clerical support to ensure the smooth operation of office activities and business functions. This role requires excellent organizational skills, attention to detail, flexibility, and the ability to manage multiple priorities in a professional manner.

Responsibilities

Customer Service Support

• Prepare, assemble, and maintain sample packs, catalogs, and sales collateral.
• Assist in taking homeowner calls and repeat order inquiries in a professional manner.
• Provide timely customer order status and tracking support.
• Perform quarterly check-ins with Tier 2 vendors and update pricelists as needed.

• Administrative Support
• Manage CRM database, including monthly duplicate checks and data entry review.
• CRM Marketing cleanup (Email responses for House Accounts).
• Organize and maintain filing systems (electronic and paper).
• Order and maintain office supplies with cost-conscious purchasing practices.
• Audit and enter vendor bills into ERP.
• Create, maintain, and update standard operating procedures (SOPs) for administrative functions.
• Create, maintain, and update company policy documents as needed.
• Update sales goals and inventory.
• Identify recurring issues and recommend process improvements.

Order Processing Support / Backup

• Enter all customer, web, and EDI orders into QuickBooks (via Zoho CRM/Woo-Commerce, SPS).
• Verify pricing, quantities, ship-to details, and payment before processing.
• Generate invoices, capture funds, and distribute final documents with tracking.
• Follow customer payment security protocol, including but not limited to expired CC cleanup.
• Ensure timely upload, validation, and ongoing maintenance of customer resale certificates across company systems to remain in compliance with state and federal tax regulations.

Resale Certificate Management

• Upload and maintain accurate customer resale certificates across CRM and accounting systems.
• Verify validity, track expirations quarterly, and update renewals to ensure tax-exempt compliance.

Qualifications

• High School Diploma or GED.
• Three years of related experience or relevant coursework.
• Able to exchange non-routine information using tact and persuasion as appropriate.
• Excellent oral/written/listening communication skills.
• Excellent customer relationship skills.
• Excellent organizational skills.
• Ability to multi-task.
• Ability to work in a team environment.
• Proficient in Microsoft Office, knowledgeable in QuickBooks Desktop, ZOHO CRM.

Required Work Hours

Monday to Friday, 8:00 AM - 5:00 PM.

Benefits

Competitive salary ranging from $23.00 to $26.00 per hour.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.