Job Description

Administrative Assistant

100% On Site

Ridgecrest, CA

The Administrative Assistant is responsible for providing administrative assistance to management. Duties may include calendar and inbox management for department or managers, ordering supplies, coordinating travel arrangements and expense report submission. Gathers, collects, records, tracks and verifies information from multiple sources. Work performed at a higher level may include evaluating information gathered and developing recommendations. May perform as a generalist in a combination of administrative tasks for a function, line or specific program.

Education Requirements : Minimum High School Diploma or equivalent

Job Requirements:

• Prepare and submit purchase requests

• Convert PRs to POs

• Track purchase status and delivery schedules

• Follow up on late or missing shipments or invoices

• Document small purchase justifications

• Assist in maintaining vendor contact list and quote records

• Ensure accuracy of pricing , part numbers, and lead times

• Compare supplier quotes to determine best value

• Source and qualify vendors for materials

• Maintain purchasing and related databases

• Request and review vendor certifications

• Reconcile discrepancies between invoices and Pos

• Ensure compliance with FAR and DFAR

• Organize procurement records for audits

• Schedule and coordinate internal meetings and vendor visits

• Take meeting minutes and track action items

• Maintain organized digital and physical files

• Assist in preparing basic reports and correspondence

• Coordinate travel arrangement for staff and visitors

• Maintain calendars for assigned staff

• Process badge requests and visitor access paperwork

• Review travel expense reports for accuracy and compliance

• Monitor and respond to email in a timely fashion

• Order and track office supplies

• Track material receipt confirmations and 1149s, and flag issues

• Assist in prepping kits and travelers for builds

• Assist in inventory checks

• Coordinate with S&R on material deliveries

• Support QA by distributing and filing inspection documents

• Communicate delivery updates to engineers, supervisors, team leads, and program manager

• Assist in document preparation, control, submission, and version tracking

• Track and update status reports

• Ensure procurement files are complete and up to date

• Ensure required training is completed prior to due date

• Maintain spreadsheets for procurement tracking

• Use Microsoft Office Word, Excel, PowerPoint, Project, and Outlook proficiently

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