Administrative Support Specialist

1 week ago

Mastic Beach, New York, United States MyCareersFuture Full time

Job Summary

We are seeking a highly organized and detail-oriented Operations and Administrative Assistant to join our team at MyCareersFuture. As an Operations and Administrative Assistant, you will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our manufacturing operations.

Key Responsibilities

  • Prepare quotations for customers, including attaching before and after photos, and follow up on confirmed quotes/POs. Merge with DO for billing.
  • Send details to customers to request POs for rental or repairs before billing (e.g., pec, Sankyu, Vac-Tech, Keppel, etc.).
  • Prepare commercial invoices and packing lists for export trailers.
  • Prepare monthly trailer reports for accounting purposes.
  • Manage collections, including sending SOAs, follow-ups, reminder letters, and phone calls.
  • Ensure cash term sales/invoices are paid on time.
  • Manage cheque deposits.
  • Check rental invoices upon issuance and monitor that all customers are billed correctly, including checking in/out of trailers/PM.
  • Ensure RO1 form files and new trailer DO files are complete.
  • Re-check export trailer invoices for de-registration before filing.
  • Manage signed quotes from customers for billing and audit purposes for rental agreements.
  • Prepare monthly repair summaries.
  • Arrange container bookings through CMS.
  • Handle any other ad hoc duties assigned by superiors.

Requirements

  • Minimum Diploma qualification.
  • Minimum 1 year of experience in operations or related field.
  • Experienced in CMS is advantageous.
  • Excellent communication skills with clients.
  • Willingness to learn.

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