Administration Assistant

General Position Summary

This position is responsible for preparing documentation for logistics, including drafting sales records, quotes, invoices, etc. This position is also responsible for daily accounting and administration tasks to assist the Assistant Manager.

Essential Job Functions

Logistics 50%

· Creates and updates customer sales records as a draft daily and submits them to the Assistant Manager for approval.

· Prepares and processes sales quotes and invoices as a draft daily and submits them to the Assistant Manager for approval.

· Files sales quotes including data entries daily.

· Places orders to the Parent Company and monitors progress and ensures order status.

· Reports the most up-to-date delivery schedule and order status to the Assistant Manager.

· Enters the quantities and other necessary information into the Company’s system after receiving products.

· Prepares the shipping slips and informs the Warehouse Clerk for shipping.

· Issues the invoices for customers and clients after shipping.

· Assists in the preparation of exhibitions and/or trade shows and works with the Assistant Manager, Warehouse Clerk, and/or Management.

Accounting and Administration 40%

· Reads and routes correspondence and initiates communications, including mail and phone calls, with outside entities, such as customers, clients, vendors, etc.

· Orders office supplies and keeps inventory levels.

· Submits accounting-related documents to the Assistant Manager promptly.

· Files accounting and administration documents directed by the Assistant Manager promptly.

· Assists the Assistant Manager in preparing the trade show as assigned by the Assistant Manager and/or Director.

· Works with the Assistant Manager for daily operation tasks.

Other & Miscellaneous 10%

· Makes efforts to gain product knowledge and familiarize yourself with the product markets.

· Seeks constant improvement, more efficient and less expensive ways and means in work processes.

· Performs special projects and other miscellaneous duties as assigned by the Director or other Management.

· Reports to work daily (M-F) based on company schedule and complies with all company policies and procedures.

· Follows up to complete any assigned work.

· Maintains high ethical standards in the workplace.

· Maintains good communication with the Director, Management, staff members, and outside contracts.

· Reports all irregular issues and problems to the Director or other Management for solutions.

· Responsible for maintaining a clean and safe working area.

Job Competencies (Knowledge, Skills, & Abilities)

Critical Competencies

· Accuracy – Ability to provide accurate data and reports with few mistakes. Low error rate.

· Attention to Detail - Accomplish work tasks through concern for all areas involved, no matter how small the detail.

· Bookkeeping – Ability to manage financial records (accounts payables, accounts receivables, bank deposits, etc.), pay invoices, enter financial data into a computer system, contact vendors, etc.

· Order Processing – Review each new order for pricing accuracy and availability prior to the order being entered. Identifies the correct assortment to be shipped for each item on a P.O. Reviews the sales order document to ensure that all necessary price corrections have been made and that appropriate discounts have been applied. Mailes out customer invoices and files our copies together with the customer P.O., the pick plan, and the bill of lading.

· Team Participation – Ability to work in a group to achieve a common goal; respects different work and communication styles; is flexible, tactful, understanding, and helpful concerning other team members.

Other Competencies

Attendance & Punctuality, Clerical, Communication: Oral, Reading & Writing, Confidentiality, Ethics/Business Compliance, Flexibility/Adaptability, Inventory Control, Math Skills (Basic), Multi-Tasking, Vendor Relations.

Qualifications

Education Requirements

· Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or an equivalent combination of education and related experience are preferred.

Work Experience

· Up to two years of experience in the sales or office administration field.