Overview
Project Administrative Assistant Jobs in San Jose, CA at MGE Underground, Inc.
Job Summary:
We are seeking a highly organized and analytical Operations & Admin Coordinator to oversee and optimize the flow of sales orders from entry to final invoicing. This role plays a central part in ensuring operational efficiency across departments by coordinating processes, resolving administrative issues, and monitoring inventory levels. The ideal candidate is proactive, detail-oriented, and capable of identifying and resolving bottlenecks in real time.
Key Responsibilities:
Sales Order Flow Management:
Oversee the full lifecycle of sales orders—from entry through fulfillment and invoicing—ensuring accuracy and timely delivery to customers.
Operational Analysis:
Identify inefficiencies or bottlenecks in the sales-to-delivery process. Recommend and implement improvements.
Inventory Oversight:
Monitor inventory levels, flag shortages or excess, and support planning to align stock with demand.
Customer Claims (CS):
Manage and track claims resolution in coordination with the customer service team.
Carrier Invoice Reconciliation:
Review and reconcile UPS/FedEx invoices to ensure accuracy and avoid overcharges.
Administrative Problem Solving:
Provide cross-functional support to resolve administrative and operational issues.
IT Coordination:
Liaise with the IT support provider for issue resolution and internal support needs.
Procurement Support:
Manage purchases of supplies and packaging materials required for daily operations.
Repairs & Maintenance:
Coordinate small-scale repairs or service needs across departments.
Qualifications:
3+ years of experience in operations, logistics, or administrative coordination.
Strong analytical and problem-solving skills.
Ability to manage multiple priorities and work cross-functionally.
Bilingual (Spanish/English) preferred.
Proficient in Microsoft Office, Google Workspace, and ERP/order management systems.
Job Type: Full-time
Pay: $19.00 – $21.00 per hour
Expected hours: 40 per week
Benefits:
401(k) matching
Paid time off
Schedule:
Monday to Friday
Language:
English (Required)
Spanish (Required)
Ability to Commute:
Pembroke Pines, FL 33029 (Required)
Work Location: In person
Show more
Title: Project Administrative Assistant
Company: MGE Underground, Inc.
Location: San Jose, CA
