Archived listing. The details below describe a past opening.
We are looking for an Administrative Assistant to support contract administration and day-to-day office operations in Santa Ana, California. This Long-term Contract position is ideal for someone who is highly organized, detail-oriented, and comfortable working in a fully onsite environment Monday through Friday. The person in this role will help maintain accurate records, support document management activities, and assist team members with administrative needs while contributing to an efficient and well-organized workplace.
Responsibilities:
- Review existing contract records, verify accuracy, and update documentation to ensure information remains complete and current.
- Transfer files and related documentation into the designated platform while maintaining organized and consistent recordkeeping.
- Upload contract materials, supporting documents, and other administrative records with a strong focus on quality and completeness.
- Provide guidance to team members on system usage and share practical instruction as processes are learned and established.
- Perform data entry tasks and validate information to reduce errors and support reliable reporting.
- Assist with general administrative support, including document preparation, filing, and coordination of routine office needs.
- Handle incoming calls and front-office style inquiries in a courteous and timely manner when needed.
- Partner with contracts and operations leadership to help keep priorities on track and support ongoing administrative projects.
- At least 2 years of experience in administrative support, office coordination, or a similar business support role.
- Demonstrated attention to detail with the ability to manage documents and records accurately.
- Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
- Experience with data entry and document handling in a fast-paced office setting.
- Adobe software familiarity is helpful for working with digital files and document updates.
- Strong communication skills with the ability to assist and train others effectively.
- Ability to work fully onsite in Santa Ana, California, Monday through Friday.
- Background in reception support or answering inbound calls is preferred.