Administrative Assistant

Administrative Assistant (Contract-to-Hire)We are seeking a highly organized and detail-oriented Administrative Assistant for a contract-to-hire opportunity with our client in Irvine, Texas. This role is ideal for someone who thrives in a fast-paced office environment, enjoys problem-solving, and is committed to delivering exceptional internal and external customer service.Position OverviewThe Administrative Assistant will provide critical administrative and operational support to ensure smooth day-to-day business functions. This role requires strong communication skills, excellent attention to detail, and the ability to manage multiple priorities while meeting deadlines. A key focus of this position is ensuring total customer satisfaction through proactive support, issue resolution, and relationship building with internal teams and external vendors.Key ResponsibilitiesProvide general administrative support to ensure efficient office and project operationsSchedule, assign, and track administrative tasks and projects to ensure timely completionMaintain office and operational supply inventory, anticipate needs, and place supply orders as requiredGenerate shopping carts for catalog purchases, projects, amendments, and open purchase ordersContact suppliers to obtain rate sheets, quotes, pricing breakdowns, W-9s, Certificates of Insurance (COIs), and other required documentationTrack shopping carts through purchase order issuance and initiate new or updated purchase orders as needed (contract renewals, extensions, or dollar increases)Review and stamp incoming invoices with appropriate approval details, cost centers, PO numbers, and processing informationEnsure invoices match purchase orders and contain all required supporting documentationLog approved invoices into internal systems and route to Accounts Payable or relevant departments for processingCreate formal RFPs and bidder lists as needed; coordinate with procurement teams for buyer assignmentsPrepare bid documents and templates for supplier completionDevelop bid comparison spreadsheets and summaries for evaluation purposesCoordinate with suppliers for service requests, repairs, and scheduling of additional servicesSupport project teams with administrative tasks including document preparation, proofreading, and supplier researchProvide reception coverage as needed during breaks, absences, or scheduled rotationsQualificationsHigh school diploma required; additional education preferredPrior administrative assistant experience in a professional office environment strongly preferredProficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint, OneNote)Experience with systems such as Archibus or similar platforms is a plusStrong written and verbal communication skillsExcellent customer service skills with a professional demeanorAbility to work collaboratively across multiple departmentsStrong spreadsheet and budgeting skills preferredAbility to manage multiple tasks in a fast-paced, deadline-driven environmentExceptional attention to detail and organizational skillsStrong time management and prioritization abilitiesTeam-oriented mindset with a proactive approach to problem-solvingBilingual skills are a plus but not requiredAspen Technical Staffing CELEBRATING 25 YEARS ~2001-2026~ We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.