Administrative Assistant

Position Summary
The Administrative Assistant will report directly to the Director of Operations and COO at our Huntington Beach, CA facility. Responsibilities include supporting daily office operations, coordinating administrative tasks, assisting with AR/AP functions, and providing some customer service support.

This role ensures efficient workflow, accurate documentation, and a positive experience for both internal staff and external customers.

Administrative Support

• Manage calendars and schedule meetings for task and leadership.
• Prepare, edit, and maintain documents, reports, and spreadsheets.
• Organize and maintain filing systems, both digital and physical.
• Assist with data entry, record keeping, and database updates.
• Support office operations such as ordering supplies and maintaining inventory.
• Assist with trade-show preparation includes assembling samples and verifying items for trade-show pallet shipments.
• Coordinate travel arrangements for Japanese visitors and support related internal communications.
• Perform other duties or projects as assigned by management.

Customer Service Support

• Serve as the first point of contact for phone, email, and in-person inquiries and directing customers to the appropriate channels.
• Assist with sending product samples to existence and potential customers.
• Provide accurate information and basic support to customers, escalating complex issues as needed.
• Reports irregular issues, customer concerns, or operation problems to management for solution.
• Perform other duties or projects as assigned by management.

Account Receivable Assistance

• Assist with generating and sending customer invoices.
• Record incoming payments and update customer accounts.
• Support follow-up on outstanding balance under the direction of management.
• Maintains accurate AR files and documentation.
• Perform other duties or projects as assigned by management.

Account Payable Assistance

• Assist with processing vendor invoices and matching them with purchase orders or receipts.
• Maintain vendor files and ensure accurate documentation.
• Assist with resolving invoice discrepancies or payment-related inquiries.
• Perform other duties or projects as assigned by management.

Preferred Skills & Qualifications
Required Skills

• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to multitask and prioritize in a fast-paced environment.
• High attention to details and accuracy.

Education Experience

• High school diploma or GED required.
• Associate’s degree preferred; or equivalent combination of education and experience.

Work Experience

• Previous experience in administrative support.
• Basic understanding of accounting principles (AR/AP) is a plus.
• Experience with QuickBooks, Microsoft Office Suite is a plus.

Supervisory Responsibilities

• None required

Certificates / Licenses

• Driver’s license