Office 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 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.
Administration/Accounting — 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.