The Administrative Assistant provides efficient support to our sales team and to the production manager. He/she will manage administrative tasks, processes sales orders, purchases necessary production components, and ships finished products to customers.
Responsibilities:
Carry out customer administrative checks (credit insurance coverage)
Check received orders.
Enter orders.
Save the internal command.
Ask the production manager for a deadline, check for updates and for supplies needs.
Send acknowledgments of receipt to customers.
Studying and defining purchasing needs (minimum stock or on order)
Requesting delivery deadlines from suppliers before placing orders
Placing orders
Recording and informing delivery forecasts
Communicating estimated delivery times of finished products to the sales department
Following up with suppliers
Verifying the conformity of the delivery with the order or forecast on documents
Reconciling invoices/delivery notes/orders
Creating production dashboards,
Print the inspection report from the day before plus the morning.
Verification of customer outstanding amounts in relation to credit
Insurance coverage or verification of payment if pro forma.
Make preparation slips for the order picker.
Compare the inspection report footage with the order
Check the delivery address
Make the shipping slip by removing the finished products from stock
Order transport (selection based on price and destination)
Put the transport price on the shipping slip
Prepare paperwork for the carrier and notify the customer of the shipment
Invoice customers
Follow up with customers in the event of late payment
Qualifications:
High School Diploma or Equivalent. Associate degree preferred.
Minimum 5 years in a similar role
Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint)
Strong Organizational and multitasking abilities
Excellent verbal and written communication skills.
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