Administrative Assistant

We are hiring for a great client in Newport Beach seeking a dependable and detail-oriented Administrative Assistant to support a busy department. This is an on-site, contract position offering hands-on experience with clerical workflows, vendor coordination, and high-volume administrative support.

• Perform daily clerical tasks, including filing, scanning, organizing records, updating logs, and maintaining accurate documentation across multiple operational workflows.
• Review and process invoices and statements with a high level of accuracy; assist with basic accounting-related tasks such as reconciling information, confirming totals, and routing items for approval.
• Communicate with vendors regarding invoice status, missing information, corrections needed, and follow-up on outstanding documentation.
• Assist with Purchase Requisition s by collecting forms from project managers, reviewing for completeness, confirming coding/details, and routing for approvals.
• Manage Contract Change Order forms: receive and review requests, gather or coordinate required supporting information, obtain signatures/approvals, and forward for system entry.
• Answer and route incoming phone calls; provide warm, patient, and professional customer service to the public, vendors, and internal staff.
• Support public inquiries submitted via phone and online requests, ensuring timely responses and excellent service.
• Track data, update spreadsheets/logs, and maintain consistent accuracy across all assigned tasks.
• Provide general administrative support to assist the operations team with day-to-day workflow and project needs.

• Prior administrative, clerical, customer service, or accounting support experience preferred.
• Strong communication skills with a friendly, professional, and helpful demeanor.
• Highly organized with strong attention to detail and the ability to manage multiple documents and deadlines.
• Comfortable reviewing invoices, statements, and vendor documentation with provided training.
• Willingness to learn new processes and systems within a structured operational environment.
• Bachelor’s degree is a plus.
• Reliable, punctual, and able to work the full on-site schedule (7:30am–4:30pm).