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Administrative Assistant

2 months ago

Farmington, New Mexico, United States AppleOne Full time
Job Description

The primary responsibility of the Service Coordinator assigned to the DMS & Security department is to perform all necessary tasks to complete the sales cycle, from the time the customer's purchase order is received until the delivery of goods and/or services included in that order is completed. A detailed list of assigned tasks includes:

  • Process purchase orders delivered by the Sales team (QuickBooks).
  • Prepare purchase orders for suppliers (in QuickBooks).
  • Send purchase orders to suppliers (by email, fax, or internet).
  • Follow up with suppliers until merchandise is received at CDS (email, phone, or internet).
  • Prepare delivery notes, partial or total (in QuickBooks, Word, or Excel).
  • Prepare partial or total invoices (in QuickBooks).
  • Send invoices to customers (by regular mail, email, or with the Collector).
  • Offer status updates to customers (by email and/or phone).
  • Prepare and maintain the status report for Sales Representatives (Excel).
  • Process returns with suppliers, when applicable (email, internet, or phone).
  • Call customers to coordinate daily deliveries (phone or email).
  • Provide support with all related to purchases, status, and invoicing.

Key Responsibilities:

  • Process purchase orders and prepare delivery notes.
  • Follow up with suppliers and customers.
  • Prepare and send invoices.
  • Provide status updates to customers.
  • Process returns and coordinate deliveries.

Requirements:

  • Excellent communication and organizational skills.
  • Ability to work in a fast-paced environment.
  • Proficiency in QuickBooks and Microsoft Office.
  • Attention to detail and ability to multitask.