Business Administrative Assistant

At The Tustin Group, we believe strong relationships start with clear communication—because transparency builds teamwork, and teamwork builds trust. Trust is one of our core values.

We're seeking a highly organized and proactive Business Administrative Assistant to support our operations and keep everything running smoothly. In this role, you'll be the backbone of our team—managing schedules, coordinating tasks, and ensuring seamless communication across departments. If you're detail-oriented, thrive in a fast-paced environment, and want to contribute to a company where your work truly matters, we'd love to hear from you.

Here's what you can expect when you join our team:

• Medical, Dental & Vision Coverage – Your health matters to us, and we offer comprehensive plans to keep you and your family covered.
• Employer-Paid Short-Term & Long-Term Disability Insurance – Income protection when you need it most.
• Employer-Paid Life Insurance – Peace of mind for you and your loved ones.
• 401(k) with Company Match – We help you plan for the future with a solid retirement plan and employer contributions.
• Generous PTO – We believe in taking time to recharge. Enjoy vacation days, paid holidays, and personal time off.
• Paid Day Off for Your Birthday – Celebrate your day, on us.
• Growth Opportunities – Your path doesn't stop here. We promote from within and support your development every step of the way.
• Team Events & Gatherings – From barbecues to holiday parties, we value time spent building relationships beyond the desk.
• Office Culture That Respects You – Work in an environment that values your voice, respects your time, and supports your success.

Full job details below:

Summary:

The Business Systems Administrator is responsible for managing various business processes and systems to ensure accurate data entry, effective communication, and efficient operations within the assigned business unit. This role includes maintaining records, supporting payroll tasks, customer invoicing, and handling maintenance agreements. The specialist will work closely with customers, vendors, and internal teams to resolve issues and support special projects as assigned.

Essential Duties and Responsibilities:

• Process all material pricing and code receivers for data entry.
• Support payroll tasks for the assigned business unit.
• Process and mail approved customer invoices within the posted schedule.
• Maintain all agreement, project, and customer information.
• Administer start-up functions of new maintenance agreements.
• Enter new customers and maintenance agreements, equipment, tasking, and revisions to existing agreements.
• Enter and close projects and process contract renewals, cancellations, and inactivation.
• Prepare, maintain, and distribute special logs as requested.
• Build rapport and productive working relationships with customers, vendors, and other outside contacts.
• Foster positive working relationships with field and office personnel to resolve problems and leverage opportunities.
• Maintain complete confidentiality of information pertaining to the operating unit and total company and any other proprietary information.
• Other duties and responsibilities as assigned.

Experience/Education

• Associate degree (A.A.) from a two-year college or three to five years of related experience.
• Proficiency in reading, analyzing, and interpreting general business periodicals, professional journals, technical procedures, or governmental regulations.
• Strong written communication skills to write reports, business correspondence, and procedure manuals.
• Effective oral communication skills to present information and respond to questions from managers, clients, customers, and the general public.
• Basic mathematical skills, including addition, subtraction, multiplication, division, and the application of fractions, ratios, and percentages.
• Competence in using accounting software, inventory software, manufacturing software, payroll systems, spreadsheet software, and word processing software.

Physical Demands / Working Conditions

• Sitting for prolonged periods at a desk while using a computer.
• Frequent typing and use of a mouse throughout the workday.
• Occasionally standing and walking within the office to retrieve files or documents.
• Lifting and carrying light office supplies, such as paper or small packages, typically weighing up to ten (10) pounds.
• Reaching and bending to access file cabinets and shelves.
• Using a telephone for extended periods to communicate with customers.
• Visual acuity to read and interpret documents, emails, and computer screens.
• Hearing ability to understand and respond to customer inquiries and communicate with colleagues.