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Executive Assistant
2 weeks ago
Job Description
">This position is responsible for supporting the Assistant Manager in preparing documentation for logistics, including drafting sales records, quotes, invoices, etc. The ideal candidate will have a strong attention to detail and excellent organizational skills to ensure timely completion of tasks.
Key Responsibilities:
- Create and update customer sales records daily and submit them to the Assistant Manager for approval.
- Prepare and process sales quotes and invoices daily and submit them to the Assistant Manager for approval.
- File sales quotes and data entries daily.
- Place orders to the Parent Company and monitor progress and ensure order status.
- Report the most up-to-date delivery schedule and order status to the Assistant Manager.
- Enter quantities and other necessary information into the Company's system after receiving products.
- Prepare shipping slips and inform the Warehouse Clerk for shipping.
- Issue invoices for customers and clients after shipping.
- Assist in the preparation of exhibitions and/or trade shows and work with the Assistant Manager, Warehouse Clerk, and/or Management.
Accounting and Administration Tasks:
- Read and route correspondence and initiate communications with outside entities, such as customers, clients, vendors, etc.
- Order office supplies and maintain inventory levels.
- Submit accounting-related documents to the Assistant Manager promptly.
- File accounting and administration documents directed by the Assistant Manager promptly.
Other Responsibilities:
- Maintain high ethical standards in the workplace.
- Communicate effectively with the Director, Management, staff members, and outside contracts.
- Report irregular issues and problems to the Director or other Management for solutions.
- Ensure a clean and safe working area.
Qualifications:
- An Associate's degree (A.A.) or equivalent from a two-year college or technical school; or an equivalent combination of education and related experience are preferred.
- Up to one year of experience in the sales or office administration field is preferred.