Administrative Assistant

We are looking for a detail-oriented Sales coordinator to support sales-related operations in Orange, California. This contract position offers the potential for a permanent opportunity and is ideal for someone who thrives in a fast-paced environment, keeps information organized, and communicates effectively across teams and with customers. The role will contribute to reporting, order coordination, documentation management, and day-to-day administrative support while helping the team stay efficient and responsive.

Responsibilities:

• Prepare and share recurring sales activity reports, including updates related to bookings, shipments, backlog, and forecasted business.

• Monitor outstanding requests, prepaid transactions, and open orders, following up to help keep sales activity on schedule.

• Assist with creating and processing customer quotes and sales orders while checking details for accuracy before communication is sent.

• Organize and maintain sales files, invoices, shipment records, and other required documentation for easy access and compliance purposes.

• Send shipment updates and supporting paperwork to customers and help route incoming inquiries or web-generated leads to the appropriate team members.

• Coordinate internal meetings, customer visits, and routine team communications, including documenting key discussion points and action items.

• Provide administrative coverage during busy periods and support department needs such as office supply coordination and general clerical tasks.

• Contribute to trade show preparation, marketing-related support activities, and ongoing efforts to improve procedures and special projects.

• At least 3 years of experience in administrative support, sales coordination, customer service, or a related office-based role.
• Strong capability in administrative assistance, office support, data entry, and customer service.
• Advanced working knowledge of Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Proven ability to manage multiple priorities, stay organized, and maintain a high level of accuracy in daily work.
• Clear written and verbal communication skills with the ability to interact professionally with customers and internal teams.
• High school diploma required.
• Ability to work independently with limited supervision and remain dependable in a fast-moving environment.
• Must be able to occasionally lift up to 25 pounds and meet U.S. person requirements.