Description We are looking for a detail-oriented Administrative Assistant to join our team on a Contract-to-Permanent basis in Mission Viejo, California. The ideal candidate will play a key role in supporting purchasing and administrative processes, ensuring accuracy and efficiency across various tasks. This position offers an opportunity to work in the dynamic Real Estate & Property industry while contributing to essential operational functions.
Responsibilities:
Set up new communities, plans, and vendors within the purchasing system to ensure smooth project launches.
Input and manage plan budget details in the purchasing system, generating and distributing accurate Schedule A contracts.
Update and maintain plan budgets through the contract change process, ensuring all affected lots are adjusted accordingly.
Oversee the administration of color setup for new communities and maintain accurate color data for ongoing projects.
Monitor trade partner insurance compliance and address any discrepancies proactively.
Establish and maintain a rebate tracking system for assigned communities, including monthly reviews and timely submissions.
Utilize enterprise purchasing and accounting systems to input data, generate reports, and distribute them to relevant stakeholders.
Manage the construction item catalog, ensuring it is current and comprehensive.
Support vendor payment inquiries by reviewing and verifying contract statuses and amounts in collaboration with financial and operational teams.
Perform record retention tasks and generate reports as needed, along with other assigned administrative duties. Requirements - Proficiency in Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word.
Strong skills in data entry and email correspondence with attention to accuracy and detail.
Experience in procurement or corporate purchasing processes is highly preferred.
Ability to schedule appointments and manage inbound and outbound calls effectively.
Demonstrated customer service skills with an attentive and approachable demeanor.
Familiarity with enterprise purchasing and accounting systems is a plus.
Excellent organizational and time-management abilities.
Previous experience in a similar administrative or clerical role is beneficial. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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