Job Listing

Position Summary

Reporting to the Manager, Administrative Assistant will be responsible for inputting sales orders and client information into our personalized company’s system, arranging the shipments, placing orders to vendors and following up with clients on past due orders while working closely with the accounting department.

Role Priorities

• Understand the products and answer client questions pertaining to cost, shipping and the delivery process.
• Navigate and utilize company’s system for all client orders.
• Office logistics liaison
• Work closely with the accounting department regarding collection of past due or improper invoices and with the sales department regarding product specifications.

Performance Requirements

• Assist Manager for office logistics
• Create vouchers for Accounts Receivable and Accounts Payable in company’s system
• Create shipping documents and inputting data into company system for the shipments to customers
• Make entry for incoming and outgoing shipments information into our company system
• Update the data in control book to utilize Robotic process automation (RPA) for payment request
• Monitor customer’s portal to arrange the shipments to the customers
• Maintain trusting relationships with suppliers, customers and colleagues
• Optimize the customer experience through personalized service
• Work closely with warehouse department for daily shipments
• Manage Inventory counts of warehouse based on receiving and delivery process
• Respond to customer queries effectively & efficiently, acting with urgency to deliver results
• Organize documents

Preferred Skills, Experience and Educational Requirements

Minimum Experience:

• Review and enter data
• Attention to detail
• Excellent communication skills
• Excellent verbal and written skills
• Cross-reference data accurately
• Excellent organizational skills
• Works well independently and with a team

Specific Skill Requirements:

• Excellent English verbal and written communication skills
• Learn and utilize company system daily
• Basic knowledge of Microsoft Word, Excel, Word and Outlook
• At least 1 year work experience for logistics administrative job

Educational Requirements:

• High School Diploma

Preferred Skills and Experience

• Bachelor’s Degree
• Advanced Excel skills
• Build and maintain relationships
• Bilingual (English/Japanese) preferred
• Knowledge of importing and exporting terminology