FIBERGLASS HAWAII, INC. VENTURA OFFICE COORDINATOR JOB DESCRIPTION – JANUARY 2023 PAY RANGE: $18 TO $20 PER HOUR DEPENDING ON EXPERIENCE Company Profile: For over 56 years Fiberglass Hawaii, Inc. has been supplying the surfing and boating industries with a wide range of high quality products worldwide. Please visit our website at www.fiberglasshawaii.com for more information. The Office Coordinator helps to provide full-time administrative support to a busy retail store environment. The ideal candidate will have strong administrative, organizational and communication skills. The position focuses on email correspondence, excel spread sheeting, creating purchase orders in our accounting system, vendor relations and answering phones. Ability to multitask, prioritize and self-direct is essential. We are open to the public for walk-in customer support and sales. Professional demeanor and strong customer service skills required. At least two years’ experience in similar role required. Growth potential available to candidates with an interest in composites, surf and marine related industries or to candidates who have previous managerial backgrounds (people management, office management or store management). Front-Office Administrative Related • Support Ventura Location Operations Coordinator as back-up for all responsibilities as needed (with growth in the position) • Open and close office, safe (with growth in the position) • Participate in Staff Meetings and Safety Meetings • Attend seminars as necessary for additional training (with growth in the position) • Assist other offices as necessary with various requests ACCOUNTING RELATED: o Under direction, create and submit all Ventura-related Purchase Orders (POs) based on inventory assessment o Reconcile and close POs with packing slips o Help coordinate Ventura Resin POs with Honolulu’s container logistics – order forecasting o Inventory Transfers o End of Day cash reconciliation and reporting to Honolulu Office o Preparation and daily bank deposits (with growth in the position) o Petty Cash Reconciliation o Verify shipping invoices/packing slips against original price quotes from suppliers to verify accurate billing o Handle shipping, inventory item claims and billing questions with suppliers/vendors o Work with Honolulu (A/R) to monitor customer aging o Process all e-commerce online orders to capture payment, invoice and communicate with customers. Communicate with General Manager regarding any exceptions/questions o Call on customer accounts who are overdue on payments (with growth in the position, function of Honolulu A/R until/unless employee has comfortable relationships with customers) 2 o Inventory worksheet reconciliation and review (with growth in the position) OPERATIONS: o Assist in coordinating LA driver trips (forecast warehouse needs, suppliers, customer needs, other office needs). Communicate with Ventura driver in planning o Schedule vendor and customer pick-ups and deliveries and troubleshoot timing issues o Help with organizing trucking and shipping logistics/LTL o Quote LTL shipping and complete Bill of Lading paperwork o Develop relationships with vendors/shipping companies/suppliers GENERAL ADMIN: o Keep accurate customer and vendor files (including California Resale Certificate Audi semi-annually) o Schedule office file purge as laws permit o Create, update and distribute Ventura monthly schedule calendars (with growth in the position) o Process all web orders to capture payment, invoice and communicate with customers. Communicate with General Manager regarding any exceptions/questions o General filing o Assist with compliance regulations for all office-aspects (D.O.T) o Maintain active correspondence with CFO and General Manager o Address and process US Postal Service shipments online o Participate in semi-annual inventory counts (Overtime may be requested) o Order and Purchase supplies for office and warehouse o Spreadsheet maintenance, MS Excel o Heavy email correspondence with coworkers, managers, vendors, customers and other offices using MS Outlook and Google Drive, Google Sheets o Communicate with attached warehouse to ensure timely process flows and operational success SALES o Retail in-store customer sales (with growth in the position) o Help maintain accurate “special pricing” spreadsheets for individual customers o Verify customer resale licenses and annual audit o Build positive relationships with customers, suppliers and community o Exercise awareness about conflicts of interest, competition with other FGH locations and competing with current customers/suppliers DAILY CUSTOMER SERVICE/RELATIONS o Answer phones o Take customer orders and order-follow-up questions o Assist and answer technical questions and concerns (with growth in the position) o Order fulfillment and pull orders for will-call (as available) o Cashier (front counter) (with growth in the position and as necessary/available) Other Duties as Assigned This job description cannot possibly cover all job responsibilities that may be asked of from this position. It is expected that employees will ask for as well as accept additional tasks when requested

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Work Location: In person