Entry Level Administrative Assistant

2 weeks ago

Brentwood, United States Bond Consultants Group Full time
Job DescriptionJob Description

SUMMARY: Partner with a designated Salesperson (s) to manage current and prospective customer accounts. Receive, process, and continuously maintain/service these accounts. (Japanese skill is a plus)

PRIMARY RESPONSIBILITIES, not all-inclusive:

• Serve as direct support of the Salesperson (s) responsible for the accounts in which the Sales Support Representative is assigned.

• Receive order information from established customers by phone, fax, e-mail or EDI. Refer calls from prospective customers to a salesperson.

• As necessary, obtain credit information from the prospective customer and forward the application to the accounts receivable supervisor.

• Inform customers of order information, such as unit prices, credit terms, shipping dates, anticipated delays, or any other status update pertinent to the account.

• Ensure accuracy all information received from a customer.

• Confer with production, sales, warehouse (shipping operations), or common carrier personnel to expedite or trace shipments.

• Receive and respond to customer complaints in a timely manner. Immediately, communicate with the designated salesperson of the complaint and all other discrepancies related to the account.

• Manage all administrative aspects of the assigned accounts. These responsibilities include, billing, order entry, verifying and invoicing the orders. As well as, filing invoices and corresponding documents.

• If assigned, act as designated “invoice receivables” coordinator. This task entails: processing invoices received from the sister-locations (Japan, Taiwan, etc.), re-formatting these invoices, and correlating supporting documentation for each invoice as appropriate.

• Perform all other duties as assigned by Sales Operations Supervisor, Branch and/or Sales Manager.

Qualifications/Skills

  • Two (2) year degree (preferred) not required.
  • Must have High School diploma or GED equivalent.
  • Must possess good written and verbal communication skills.
  • Must possess good problem-solving skills.
  • Must be able to work in a team-setting or independent of others.
  • Must be proficient in the use of Microsoft applications (word, excel, power-point, Outlook).
  • Must be detail-orientated and possess excellent active-listening and critical-thinking abilities.
  • Bi-lingual capability a plus; but not a pre-requisite.

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