Customer Service

4 weeks ago

Tamarac, United States LightFire Group Full time
We are seeking a highly organized and detail-oriented Administrative Assistant to manage a variety of responsibilities, including tracking shipments, handling administrative tasks, providing customer service support, overseeing employee production sheets, and posting them weekly.

This role will also involve assisting with the procurement process for vape devices, e-juices, and other related products. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to managing multiple tasks efficiently.Responsibilities:
Back-up Customer Service Representative :
  • Greet and assist 150 local retailers with their weekly orders. Ensure order completion, coordinate order payment, and close orders in the system.
  • Maintain a small cash drawer.
  • Work closely with the remote sales team.
  • Work closely with the warehouse management team to track order progress and communicate this with customers
  • Handle all returns and exchanges.

Shipping Coordination:
  • Manage incoming and outgoing shipments of vape devices, e-juices, and related products.
  • Coordinate with vendors and shipping carriers to ensure timely delivery and diligently track shipments to their destinations.
  • Verify shipment accuracy and promptly address any discrepancies or issues that may arise.

Administrative Duties:
  • Provide comprehensive administrative support, including responding to emails, handling inquiries related to shipping and products, and tracking employee production sheets.
  • Maintain organized filing systems for invoices, purchase orders/inquiries, employee production sheets, and other relevant documentation.
  • Assist in preparing end-of-day reports, and spreadsheets, and posting weekly employee production sheets.
  • Collaborate with team members to ensure smooth operations and efficiently resolve administrative issues.
  • Assist the Accounting department with daily administrative duties.

Procurement and Inventory Management:
  • Handle shortages or pending issues with suppliers for vape devices, e-juices, and related products.
  • Place orders for inventory replenishment while vigilantly monitoring stock levels to prevent shortages.
  • Conduct regular inventory checks, reconcile discrepancies, and update records.
  • Track product trends and proactively suggest new items or suppliers that align with business objectives.

Employee Production Sheet Tracking:
  • Monitor and track employee production sheets regularly.
  • Compile and post employee production sheets weekly for review and analysis.

Vendor Relations:
  • Develop and maintain strong relationships with vendors and suppliers; this is an email, Whatsapp, and WeChat-driven position.
  • Communicate effectively to address product quality, pricing, and delivery concerns.
  • Evaluate vendor performance and provide recommendations for improvements or changes when necessary.

Requirements:
  • Proven experience in administrative roles with a focus on shipping coordination, procurement, and employee production sheet tracking, preferably in the vape industry or similar fields.
  • Strong organizational and multitasking abilities with exceptional attention to detail.
  • Proficiency in using inventory management systems, Inventory Planner, and Gmail (Word, Excel, Google Sheets).
  • Excellent communication skills, both verbal and written, for effective interaction with vendors, the accounting department, clients, and customers.
  • Ability to take direction, work independently, prioritize tasks, and adapt to changing priorities in a fast-paced environment.
  • Being bilingual is a plus

This position offers an exciting opportunity for an individual passionate about the vaping industry to contribute to a dynamic team while ensuring smooth shipping operations, efficient procurement of products, exceptional customer service, and effective employee production sheet tracking and posting.

About LightFire Group:

LightFire Holdings, LLC., d/b/a Kanger Wholesale USA, is a high-volume e-cigarette and vapor product distribution company. Since 2014, our company has provided stores and sub-distributors with the best authentic e-cigarette and vapor products. Our two (2) distribution warehouses give us the capacity to maintain one of the largest inventories of hardware and e-liquids in the industry. We ship these great products all over the world using the major shipping companies and freight forwarders. Our close relationship with all major manufacturers insures that we have the latest products at the earliest time. We are often a testing site for new and innovative designs and flavors. What you see on the shelf is often a result of our collaborative efforts to bring to market the best in vape.While our low prices, price match, and return policies attract customers, it is our people who are the cornerstone of our company. Anyone can sell you a product, but it is the service before and after the sale that increases value. We have a competent sales team to assist you in your selection of products. Our dedicated warehouse group ensures timely and accurate shipping. The knowledgeable and friendly customer support team is ready to respond to your every question. The work ethic of our company is truly world class.Our mission and vision is to continue to provide our customers with the best products and services while promoting safe and responsible use. We do not sell to minors. We support the industry’s efforts to educate and assist cigarette smokers to quit smoking. LightFire strives to be an industry leader and trusted partner for years to come.

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