Industry: Food
Location: Denver, CO
Salary: $25~$28 hour
Visa Sponsor: No
Language: English: Business Level
Detail: Japanese wholesaler is seeking Part Time Office Administrator in Denver, Co!
Position: Office Administrator
Location: Denver, CO
Employment Type: Part-Time / Non-Exempt
Pay Range: $25 – $28 per hour
Position Summary
The Office Administrator supports daily branch operations by maintaining accurate records, processing invoices and orders, assisting customers, and coordinating administrative activities. This position works closely with sales, accounting, warehouse, and delivery teams to support timely and accurate service.
Essential Duties and Responsibilities
Office Administration
• Answer telephone calls and emails professionally and direct inquiries to the appropriate staff.
• Maintain organized electronic and paper files.
• Prepare correspondence, reports, and other business documents.
• Order office supplies and coordinate office equipment maintenance.
• Support scheduling, meetings, and other branch administrative needs.
Order Processing and Invoicing
• Enter and update customer orders accurately in the company’s system.
• Prepare and review invoices, credit memos, and related documents.
• Verify prices, quantities, purchase orders, and delivery information.
• Investigate discrepancies and coordinate corrections with the appropriate teams.
• Maintain records of customer transactions, returns, and adjustments.
Air Cargo Booking & Coordination
• Arrange air cargo bookings and coordinate shipment schedules.
• Prepare, verify, and maintain Air Waybills (AWB) and related shipping documents.
• Monitor flight schedules, cargo arrival times, and shipment delays.
• Coordinate cargo pickups with warehouse and sales teams.
Accounting Support
• Assist with accounts receivable and accounts payable documentation.
• Record customer payments and prepare deposit information as assigned.
• Follow up on missing documents and outstanding invoices under accounting procedures.
• Prepare routine sales, billing, and expense reports.
• Provide supporting documents for month-end closing and audits.
Customer Service and Operations Coordination
• Respond to routine customer questions about orders, invoices, and deliveries.
• Coordinate with sales, warehouse, and delivery staff regarding order changes and delivery issues.
• Communicate customer concerns promptly and follow through on assigned actions.
• Assist with inventory records and shipping or receiving documents as needed.
Confidentiality and Procedures
• Protect confidential customer, employee, and company information.
• Follow company procedures for recordkeeping, approvals, and document handling.
• Identify administrative errors and suggest practical process improvements.
• Perform other related duties as assigned.
Required Qualifications
• High school diploma or equivalent.
• At least two years of office administration, customer service, billing, or related experience.
• Experience entering data and processing invoices accurately.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and cooperatively with other departments.
Preferred Qualifications
• Experience in seafood, food distribution, wholesale, or logistics.
• Familiarity with ERP, accounting, or order-management software.
• Experience supporting accounts receivable or accounts payable.
• Associate degree in business administration, accounting, or a related field.
• Bilingual skills in English and Japanese, if relevant to business needs.
Benefits
• 401(k) retirement plan
Benefits and eligibility are subject to company policies and plan terms.
