Operations & Administrative Assistant (Part-Time)

Operations \& Administrative Assistant (Part\-Time) Hours: 20–25 hours/week Location: On\-site in Torrance, CA Pay Range: $XX.XX –$XX.XX / hour Position Overview We are a growing defense manufacturing business seeking a proactive Operations \& Administrative Assistant to help us build, organize, and streamline our daily business processes. Because our administrative and tracking systems are still evolving, this role goes beyond routine data entry. We need a sharp, structured thinker who enjoys bringing order to unstructured environments, setting up efficient workflows, and keeping operational details moving smoothly. No prior defense industry experience is required—we will train candidates who demonstrate strong organizational logic, high computer literacy, and initiative. Key Responsibilities · Build \& Maintain Administrative Systems: Create, clean up, and maintain organized Excel tracking sheets for ongoing jobs, inventory levels, and production milestones. · QuickBooks \& Financial Admin: Perform routine QuickBooks data entry, log vendor invoices, assist with purchase orders, and help maintain accurate accounts payable/receivable tracking. · Proposal \& Quote Support: Help establish a structured process for monitoring incoming Requests for Proposals (RFPs/RFQs). Gather pricing, lead times, and standard documentation to build complete bid packages. · Vendor \& Client Coordination: Serve as a central point of contact for customer updates and supplier follow\-ups, ensuring communication and shipment schedules stay organized. · Process Improvement: Identify bottlenecks in daily office tasks and work directly with leadership to implement simpler, cleaner workflows. Qualifications \& Experience · Organizational Mindset: A natural knack for organizing information, creating structure out of chaos, and establishing reliable filing/tracking systems. · Technical Skills: Strong proficiency with Microsoft Excel (data sorting, basic formulas, formatting) and digital file management. · Bookkeeping / QuickBooks (Plus): Prior experience with QuickBooks data entry or basic bookkeeping principles is a strong plus, though motivated candidates with quick software learning ability will be considered. · Self\-Starter Aptitude: Comfortable working in a dynamic environment, asking smart questions, and taking ownership of projects without needing micro\-management. · Communication: Clear, professional written and verbal communication skills. · Background: Bachelor’s degree, coursework in Business/Operations, or 1–2 years of administrative experience preferred. Motivated recent graduates who love organizing and problem\-solving are encouraged to apply. · Requirements: Due to the nature of our work as a defense contractor, candidates must be U.S. Citizens. Pay: $26\.75 per hour Expected hours: 25\.0 per week Application Question(s): QuickBooks / Financial Data Entry: "Which best describes your familiarity with QuickBooks or basic bookkeeping?" Options: No experience, but quick to learn new software Basic experience (logging vendor invoices, entering basic receipts/payments) Proficient (managing accounts payable/receivable, generating reports) We are actively building and streamlining our administrative processes. Briefly describe a time you had to organize a messy task, clean up a file/spreadsheet, or learn a new tool on your own. * Excel Proficiency : "Which best describes your experience with Microsoft Excel?" Options: Basic (entering text, viewing files) Intermediate (sorting, filtering data, basic formulas, formatting sheets) Advanced (pivot tables, complex formulas, macros) Work Location: In person