What are the responsibilities and job description for the Office Manager/Administrator position at Prosum?
- Manage general office(s) operations: mail, break room supplies, lunch orders, etc.
- Preferred experience in logistics and inventory management
- Arrange shipments with appropriate documentation and receive packages
Maintain inventory, parts, and assets for the office
Inventory, Parts and Asset Management
• Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.
• Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company.
• Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepares requisitions, purchase orders and other forms as directed.
• Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters.
• Interfaces with the sales and service team to coordinate purchasing management
• Interfaces with the sales and service team to coordinate proper inventory management.
• Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department.
• Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and Lasertec headquarters in Japan (i.e. in providing delivery schedule to Japan).
• Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner
• Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers
• Coordinate and keep records for registering and disposing assets, inventory, parts.
• Assists and performs other projects as assigned by management.
Export/Import and Shipping/Receiving
• Coordinate with Lasertec’s logistic teams, below tasks will be performed
• Collect import, export, shipping documentation, review, and processing.
• With knowledge of export and import regulations, prepare shipping document.
(Export, Import and domestic shipment)
• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.
• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each country, and prepare such.
• Involve with the physical shipment handling. Able to handle 100 lbs shipment with use of hand tools, such as dolly.
• Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes, cushions, and shipping tapes, etc.
• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or problems.
• Communicate with custom brokers on documentation. If necessary, research and prepare document.
• Communicate with the freight forwarders in managing shipment schedules.
• Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.
• Hazardous Goods knowledge preferred.
• Update Lasertec HQ in Japan regarding shipment status.
Other & Miscellaneous
• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs other duties and projects as assigned by Company management.
• Maintains high ethical standards in the workplace.
• Reports all irregular issues and problems to management for solution.
• Maintains good communication with supervisors, other staff members, customers and others.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area
Job Requirements: skills, qualifications, working conditions
Minimal Required Essential Job Skills
Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written), Dependability/Reliability, Initiative/Follow Through, Listening & Understanding, Diplomacy, Confidentiality, Multitasking, Office Management, Planning & Organizing, Supervisory, Team Worker.
Export/Import and Shipping/Receiving
