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Administrative Assistant

3 months ago

Bedford, United States Strategic Systems Inc Full time

The Administrative Assistant will be responsible for daily office activities in the following fields; Customer Service, Order Entry, Inventory Control, Shipping and Invoicing. Maintain company files within various departments. Review and record incoming customer purchase orders, production paperwork, production entries and data entry, packing lists, shipping labels, and process customer invoices. Participate and coordinate in plant cycle counts and annual inventory.


RESPONSIBILITIES:


Processing Customer Orders:

  • Input all new orders and prepare paperwork for production. Create and maintain production inventories in company database.
  • Maintain production schedules and distribute to management as needed.


Schedule Shipments:

  • Create release orders and process shipments to customers using various programs such as; SAGE and Microsoft Suite.
  • Have an understanding of “usual/customary” freight charges.
  • Maintain all documentation and databases.


Accounting:

  • Create and process all invoices & credits to customers while maintaining an organized filing system.
  • Work with the company controller to run month end reports.
  • Back-up the accounts payable department.


Coordinate with Plant Management to maintain Inventory & process production:

  • Work closely with Plant Management to maintain company records using various software such as; SAGE and Microsoft Suite.
  • Calculate and report weekly usage numbers and process production & work order entries.
  • Coordinate quarterly cycle counts and annual inventories.


HR Liaison:

  • Work with main building to ensure HR processing is complete.
  • Organize and coordinate office events, meetings, conferences & team-building activities.


REQUIREMENTS:

  • Assertive and driven, self-motivated, able to work independently.
  • 3-5 years’ experience providing sales support in a manufacturing/distribution/production environment.
  • Specific experience with plastics preferred.
  • Above average communication skills both written and verbal.
  • High mathematical aptitude.
  • Intermediate to advance Excel skills
  • Impeccable business etiquette.
  • Able to adapt and respond to changing business needs.
  • Strong verbal, interpersonal and organizational skills.
  • Must be proficient in the Microsoft Office suite and general computer aptitude.
  • Sage/MAS or any other ERP software is desired.


Education/Experience:

  • Associates degree or equivalent work experience.
  • Job training and experience-Three year order entry & shipping experience minimum.
  • Three years plastics industry experience preferred.
  • Experience working in a manufacturing environment required.
  • Accounting experience preferred.


Physical Demands:

  • While performing the duties of this job, the employee is regularly required to talk or hear.
  • The employee frequently is required to stand: walk; use hand to finger, handle or feel; and reach with hands and arms.
  • This position requires the ability to occasionally lift office products and supplies, up to 20 lbs.