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Junior Administrative Support Specialist

2 months ago

Nashville, Tennessee, United States Bond Consultants Group Full time
Job Overview

SUMMARY: Collaborate with assigned Sales personnel to oversee both existing and potential client accounts. Manage, process, and consistently service these accounts. (Japanese language skills are advantageous)

KEY RESPONSIBILITIES:


• Provide direct assistance to the Sales personnel managing the accounts assigned to the Administrative Support Specialist.


• Collect order details from established clients via phone, fax, email, or EDI. Direct inquiries from potential clients to a Sales representative.


• As needed, gather credit information from prospective clients and forward applications to the accounts receivable supervisor.


• Update clients on order details, including unit pricing, credit terms, shipping schedules, expected delays, or any other relevant account status.


• Ensure the accuracy of all information received from clients.


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


• Address customer complaints promptly. Communicate any issues to the designated Sales representative and address all discrepancies related to the account.


• Oversee all administrative functions of the assigned accounts. Responsibilities include billing, order entry, verification, and invoicing of orders, as well as filing invoices and related documents.


• If designated, serve as the "invoice receivables" coordinator. This includes processing invoices from sister locations (Japan, Taiwan, etc.), reformatting these invoices, and correlating supporting documentation as necessary.


• Execute any additional duties as assigned by the Sales Operations Supervisor, Branch, and/or Sales Manager.

Qualifications/Skills:

  • Preferred two (2) year degree, but not mandatory.
  • High School diploma or GED equivalent required.
  • Strong written and verbal communication skills.
  • Effective problem-solving abilities.
  • Able to work collaboratively in a team or independently.
  • Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
  • Detail-oriented with excellent active listening and critical thinking skills.
  • Bilingual capabilities are a plus but not a requirement.