Job Details
We are seeking an Administrative Assistant.
- Working Location: Bensenville, IL (Onsite)
- Salary Range: DOE
Position Summary:
The position is responsible for providing administrative assistance to ensure efficient operations of the company and providing support to the managers and employees through a variety of data handling and documentation tasks. The tasks include but are not limited to the arrangement of purchase orders from customers, preparation of purchase orders to suppliers, invoicing to customers, payments to suppliers, and logistics of products and parts. This position requires high data processing skills and intelligence.
Essential Job Responsibilities:
1. Prepare price lists and quotations according to existing information or instructions from the supervisor.
2. Receive purchase orders, check the contents, and deploy them internally.
3. Control delivery date information and report it to customers.
4. Prepare shipping documents according to the provided packaging information and arrange shipments.
5. Prepare serialization reports of the shipping goods.
6. Maintain technical and commercial information on products and parts.
7. Maintain records of past quotations, sales, and shipments and retrieve information from them.
8. Prepare purchase orders for suppliers.
9. Maintain records of past purchases and payments and retrieve information from them.
10. Collect shipping documents of receiving parts and issue a request for Receiving Inspection.
11. Input data into the Inventory Management System.
12. Submit and maintain letter and document log
13. Prepare quality assurance (QA) documents by using information and material provided by QA staff
14. Take notes/minutes of all meetings with customers, suppliers, vendors, and colleagues in both the US and Japan and share them as needed.
15. Other miscellaneous duties assigned by the supervisor.
Other Expectations:
1. General affairs in the office.
2. Support managers and employees in preparing commercial and technical offers to customers.
3. Support managers and employees in filling out forms and preparing documentation.
4. Create drafts of sales tools such as brochures and catalogs.
5. Support for visitors from Japan. (Transportation, Language problems, etc.)
Qualifications and Skills:
1. High-level skills in data handling using paper documents, MS Excel, and database software depending on the different purposes and characteristics of each task.
2. Excellent written and verbal communication skills.
3. Strong multi-task management skills.
4. Strong teamwork skills
5. Ability to read and interpret written documents and correctly understand verbally spoken explanations.
6. Experience and high-level knowledge of business in general, accounting, trading, and logistics preferred.
7. Native speaker of English language or equivalent.
8. Working experience in a Japanese company is a plus.
9. Communication skills in the Japanese language are preferred.
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