What are the responsibilities and job description for the Administrative Assistant position at Hilton International Industries?
SUMMARY:
This position is a key role as the third member of an administrative leadership team. The incumbent will partner with the management team assuming many responsibilities to enhance productivity and creativity of the Leadership Team. Hilton International Industries Co. is positioned for significant growth so the incumbent will also have growth opportunities based on organizational skills to take care of inside and outside customers. The successful candidate will be skilled in Microsoft office products, JD Edwards ERP or equivalent, etc.
RESPONSIBILITIES:
· Provide office support by entering, formatting, and printing information; answering the telephone; and relaying messages.
· Maintain office records and filing system.
· Process customer data and required compliance documentation on customer’s portal.
· Process and complete customer compliance documentation.
· Ensure protection and security of file and records.
· Enter Quarterly Inventory Counts for the home office, and reconcile with them on discrepancies.
· Assist with domestic and international shipping of parts, tabs and machines.
· Maintain and organize export compliance and correspondence with freight forwarders.
· Creation of Commercial Invoices and Packing Lists needed in order to process foreign shipments.
· Review and approve supply requisitions.
· Assist with the Creation and Tracking of Sales Orders and Invoices.
· Receive parts from vendors and process them on JDE system. Put away item securely, determine whether it is for Tabs, Parts or a Machine Build. Machine builds and Parts orders: ID the item before storage.
· Accounting: sort, match and send invoices to home office, track company credit card purchases, monitor customer account details for non-payments, delayed payments and other irregularities, review AR aging to ensure compliance
· Collect and submit weekly time sheets.
QUALIFICATIONS:
- Software: Word, Excel, Outlook, JD Edwards ERP or equivalent, social media, Web Browsing/Searching.
- Knowledge of office administration.
- Ability to maintain a high level of accuracy in preparing & entering information.
- Excellent interpersonal, analytic, problem solving, and decision-making skills.
- Excellent written and verbal communications skills.
- Effective stress and time management.
- Versatile and willing/able to learn new things.
- Demonstrate a sound work ethic.
- Fluent in a second language is a plus (Spanish, Mandarin, Russian, Japanese)
Part Time
Monday, Wednesday and Friday
8 hours
Job Type: Part-time
Schedule:
- 8 hour shift
Ability to Commute:
- Sarasota, FL 34232 (Required)
Ability to Relocate:
- Sarasota, FL 34232: Relocate before starting work (Required)
Work Location: In person