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Administrative Assistant

2 months ago

Arlington Heights, United States Bond Consultants Group Full time
Job DescriptionJob Description

Sales Administrator acts as interface between clients and other related parties (e.g. warehouses, freight forwarders, and suppliers), and is responsible for arranging/ coordinating product shipment and domestic/ international logistics transaction to ensure smooth and on time deliveries to customer s and regulatory compliance.


ESSENTIAL JOB FUNCTIONS
Sales Administration Support
Assists the sales staff by providing daily administrative support, including but not limited to the followings.

  • Monitors sales records and customer forecast.
  • Serves as a communication liaison between departments, between sales team and the management, between SAI and the Japan head office.
  • Assists with new customer inquiries, samples, and literature requests. Forwards samples by entering requests, arranging shipments, and notifying customers.
  • Maintains customer databases by inputting customer profiles and updates.
  • Maintains related sales files and records.
  • Performs and coordinates variety of administrative functions as appropriate for seamless administrative operations of the company, including answering and directing incoming calls, purchasing office supplies and greeting/ serving guests etc.

Support In Order Fulfillment and Customer Services
Provides supports of ordering products and scheduling deliveries. Duties include ensuring customer satisfaction through prompt and efficient responses, and assistance with customer issues and appropriately addressing customer concerns/inquiries.


Supports Customer Order Fulfillment

  • Receives orders from customers via portal, email, or fax, enters client orders in the company's system, and arranges shipment of products with related parties (e.g., warehouses, forwarders and suppliers) promptly and accurately.
  • Verifies customer and order information for correctness, checking it against previously obtained information and confirming with Sales Department, as necessary.
  • Prepares various shipping paperwork (e.g., packing list, Bill of Landing).
  • Generates billing invoice with appropriate computer systems and provides to Accounting Department. "Monitors and manages day-to-day shipping operations including daily communication with forwarders.
  • Assists in expediting clearance of incoming and outgoing shipments by communicating with forwarders and/or custom house broker and providing necessary information regarding products for them to prepare shipping documents as needed.

Supports purchase ordering to suppliers
Places orders to suppliers while ensuring all relevant regulations based on inventory level and turnover of warehouses, product availability of suppliers and procurement lead time, and acquires any information as necessary.
Communicates with suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries and other problems.


Supports Customer Services

  • Communicates with customers and other related parties various information, including status of shipment, expected delivery date, shipping methods and quantities and inventory status.
  • Handles claim (specifically regarding physical delivery matters) from any related parties and makes sure that
  • all claims and inquiries are solved by following through any necessary actions.
  • Responds to customers and suppliers inquiries about order status, changes, returns, or cancellations. Sends advance ship notice (ASN) via customer portal, email, or fax as required by customers.

Other responsibilities and expectation

  • Maintains complete and open lines of communication with other personnel, function, or department to facilitate operations and interaction in the organization.
  • Keeps Management informed of status and progress, ensuring that regular and periodical communication takes place.
  • Organizes, prioritizes and completes assigned tasks efficiently while managing time effectively.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks and keeping abreast of industry trends and related compliance issues within the area of responsibilities.
  • Performs other duties and responsibilities as required or requested by the Operations Manager. Supervisory Responsibilities

QUALIFICATIONS
1-2 years of experience with sales support/ sales administrative assistance, customer Experience (Guideline) service, order fulfillment and logistics, or equivalent combination of education and experience.

 

  • Well-developed interpersonal skills (both oral and written) with the ability to interact at all levels of the organization with sensitivity to cultural diversity.
  • Detail oriented, driven to mistake-free work with excellent follow-up.
  • Knowledge, Skills and Strong time management and organizational skills.
  • Abilities
  • High level of commitment to anticipating, understanding and meeting the organizational needs.
  • Computer: Basic use of Microsoft Outlook, Word, Excel, and PowerPoint.
  • Language: Must be able to read, write, and communicate fluently in English.