Administrative Assistant

About the Role

​Alliant Scientific is seeking an organized Administrative Assistant to support daily office operations and serve as the first point of contact for visitors and incoming inquiries. In this role, you'll help keep the office running smoothly — managing communications, supporting the team with meeting logistics and documentation, and assisting customers with order and service-related questions.

Key Responsibilities

• Maintain a clean, professional front-of-house appearance
• Manage office inventory and supplies
• Coordinate incoming and outgoing mail and courier services
• Support meeting preparation, note-taking, and follow-ups
• Serve as the first point of contact for visitors at the facility
• Screen and route incoming calls and emails to the appropriate team members
• Manage the company's CRM system, logging all inquiries as they come in
• Assign and prioritize logged inquiries for the sales team
• Handle customer service inquiries, including questions related to warranties, service, and order status
• Verify shipping addresses for accuracy
• Prepare order paperwork, including checkout forms and packing slips, and provide to service engineers
• Keep track of all order paperwork
• Manage and organize critical paperwork, including equipment manuals
• Assist the marketing team with manuals and related documentation
• Follow standard operating procedures (SOPs) for administrative tasks
• Maintain confidentiality of sensitive company and customer information
• Perform other duties as assigned by CEO or COO

Qualifications

• High school diploma or equivalent required; Associate or a higher degree is a plus -
• Prior administrative, front-desk, or customer service experience preferred
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Proficient with Microsoft Office
• Comfortable using CRM software and general office tools (Office Suites and ZOHO)
• Professional, welcoming demeanor with strong customer service skills
• Ability to handle confidential information with discretion

Pay: $17.75 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Education:

• Associate (Preferred)

Experience:

• office admin: 1 year (Preferred)

Ability to Commute:

• Poway, CA 92064 (Preferred)

Work Location: In person