Industry: Trading
Location: Somerset, NJ
Salary: $22-$25/Hr
Visa Sponsor: No
Language: English: Business Level
Detail: Japanese trading company is seeking an administrative asssitant.
Title: Administrative Assistant
Department: 1) Accounting Dept. / General Affairs/2) Printer Business Dept.
Industry: Trading
Location: Somerset, NJ
Wage: $22-$25/hr
Report to: 1) Associate / 2) Manager
Hours: 9am to 5pm (1 hour unpaid lunch) Office/Hybrid – NJ (Office for 5 days from Mon to Fri for three months, then hybrid)
Position Summary
1) Reporting to the Associate, the Administrative Assistant is responsible for utilizing our system to create vouchers as well as reporting office-related malfunctions and respond to requests or issues.
2) Reporting to the Manager, the Administrative Assistant is responsible for processing orders and arranging shipments using our accounting system and other software as needed. It is required to communicate with customers and vendors for order confirmation, clarification and delivery arrangement.
Role Priorities
1)
・Navigate and utilize company’s system, Microsoft Office, excel and Outlook
・Office logistics liaison
2)
・Prepare sales contracts, purchase orders, delivery orders, and shipping instructions
・Arrange shipment and delivery receipt to our warehouse
・Prepare vouchers for all customer orders and shipments through our system
Performance Requirements
1)
・ Assist Office Associate for office logistics
・ Create vouchers for Accounts Receivable and Accounts Payable in company’s system
・Create and update records ensuring accuracy and validity of information
・Organize documents
・Report office-related malfunctions and respond to requests or issues
・Maintain trusting relationships with suppliers, customers and colleagues
・Perform receptionist duties when needed
2)
・Communicate with customers for order confirmation, pricing, product availability, order processing and delivery arrangement
・Input import and export shipment as well as inventory information into our system or customer and our third-party warehouse EDI
・Provide Purchase Order to vendor and input payment information into our system or customer and our third-party warehouse EDI
・ Work closely with warehouse department for the shipments to customers
・Communicate with Accounting Department if any AR/AP discrepancies or any issues
・ Review monthly reports for past due balances, input reason for non-payment into our system, advise managers about collection information and contact customers about outstanding balance
Minimum Experience:
・Review and enter data
・Attention to detail
・Excellent communication skills
・Excellent verbal and written skills
・Cross-reference data accurately
・Excellent organizational skills
・Works well independently and with a team
Specific Skill Requirements:
・Learn and utilize company system daily
・Basic knowledge of Microsoft Word, Excel, Word and Outlook
・At least 1 year administration work experience
Educational Requirements:
・High School Diploma
Preferred Skills and Experience
・Build and maintain relationships in the office and with customers/vendors
・ Knowledge of importing and exporting terminology
