Job Summary

The Administrative Assistant will process invoices, credits, and RMAs daily, and assist with month end reports prior to month closing deadline, collaborate with various departments to expedite orders and complete a variety of administrative tasks.

Job Duties and Responsibilities

• Sets up preventative maintenance for forklifts.

• Processes invoices, credits, and RMA's and assists with month end reports.

• Directs incoming calls to appropriate sales agent and assists in completing required paperwork for customers.

• Facilitates timely fax and shipment of orders and inventory related items.

• Generates monthly billing statements for customers and scans documents daily for review.

• Completes daily scans of customer documents for review.

• Supports shipping operations when necessary, utilizing UPS, FedEx, and sweep truck services.

• Expedites rush orders by entering line items into the system and ensuring timely processing.

• Communicates with production departments to initiate and prioritize rush orders.

• Coordinates with vendors or suppliers to expedite materials needed for order completion.

• Negotiates with production staff to prioritize rush orders over existing ones.

• Processes orders from the inside sales staff.

• Processes EDI orders.

• Collaborates with QC inspectors to ensure inspection and documentation if required.

• Ensures accurate and thorough paperwork and system completion for all orders.

• Develops, implements, and maintains digital document control to meet business workflow requirements.

• Maintains a clean workstation.

• Performs other related functions as required

  Job Specifications

  Skills

• Proficiency with inventory control systems, shipping/receiving, and transportation scheduling.

• Strong problem-solving skills and ability to multitask effectively.

• Excellent verbal and written communication skills

• Organizational skills, attention to detail, and ability to multitask.

• Proficient with Microsoft Office and/or inventory software to maintain records, input data, and create reports (e.g. Syteline)

  Education

• High school diploma or equivalent required.

  Work Experience

• Previous work experience in a Sales Administrator position, preferred.

• Manufacturing organization knowledge, preferred.

  Physical Requirements

• Prolong periods of sitting or standing

• Efficiently multi-task while maintaining precision

• Ability to carry up to 15lbs

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