Qualifications

• Associate's degree or equivalent (Bachelor's degree preferred)
• Office/Admin work experience preferred
• Trading Admin or Trading related work experience preferred
• Inventory management experience is a plus
• Fluent / Business level in English & Japanese
• Excellent communication skills (written and verbal)
• Logistics experience is a plus (import/export)
• Proficient in Microsoft Office, especially in Word and Excel
• ERP system experience is a plus (We are using GP)
• Travel: 0-10% (possibly once a year)
• Legally authorized to work in the United States

NSTA

SALES COORDINATOR / FOOD

POSITION DESCRIPTION

SECTION 1

Position Summary

Interfacing with customers, suppliers, transportation companies, importers, customs agents, etc., for the purposes of performing billing, collections, documentation, distributing, inventory control, A/P and A/R procedures, and other support tasks related to the domestic and international business of Food products. Work in close collaboration with Sales Representatives and Managers to support every aspect of sales activity.

SECTION 2

Essential Functions and Responsibilities

A. Internal Duties & Responsibilities

1. Processing

• Sales & Purchase Orders: Create, record, system entry, review
• Shipping: Arrange, track, and record as applicable
• Register new vendors and customers in Kintone as requested/required, to back up Sales Representative
• Issue invoice after receiving POD or after verifying with supplier that product has shipped
• Maintain Inventory for Accounts Payables and Receivables
• Enter data related to Buying (importing, domestic), Selling (domestically, exports), transporting, and other related data for our business.
• Check documents for customers and suppliers
• Monitor AR status for each account and report issues to Sales Representatives and customers to mitigate overdue situations
• Create sales related documents such as Invoice, Packing List, Sales Confirmation, PO, and other necessary documents
• Prepare Month End Department reports
• Process invoices from Vendors and related companies and forward to Accounting for payment
• Create / Process Credit/Debit Memos, as necessary
• Generate Sales Analysis Reports
• Troubleshoot and resolve issues which may arise

2. Communication / Interface

• Work with Sales Representatives / Managers to support every aspect of sales activities
• Month End Closing: Input all sales, purchase, expenses in GP & send to General Manager for approval and send report to Accounting Department
• Monitor credit limits and terms with all customers
• Follow up with Accounting / Auditors on internal/external audit matters
• Communicate with headquarters, accounting, personnel, IT, etc., as necessary

B. External Duties and Responsibilities

• Coordinate all aspects of import and export documentation
• Follow up with suppliers and customers to obtain/release import/export documents
• Provide delivery instructions to port authority, warehouse, and trucking company
• Follow up with customer's accounting divisions for payments and due dates
• Check bank and trade references with customers and suppliers
• Reconcile inventory in warehouses, to assure its accuracy and that it matches NSTA internal data. If a discrepancy is found, the reason must be researched, and corrective action taken

SECTION 3

Secondary Administrative Responsibilities

• Operate office equipment such as calculators, scanner, printer and duplicating machines, and other common equipment in offices
• Open and route incoming mail, answers correspondences, prepares outgoing mail, and answers the telephone in a professional and courteous manner
• Perform other job-related duties as assigned

SECTION 4

Position Related Competencies

• Communication Skills - Effective oral and written communication skills including the ability to clearly express thoughts to others and exchange information.
• Attention to Detail, Accuracy & Timeliness- Careful as to details and thorough in accurately completing work tasks on time.
• Dependability - Reliable, responsible, dependable, and fulfills obligations.

• Cooperation - Pleasant with others on the job and displays a good-natured, cooperative, and team-oriented attitude.
• Adaptability/Flexibility - Open to change (positive or negative) and to considerable variety in the workplace.
• Initiative - Willingness to take on responsibilities and challenges.
• Independence - Once able, guides oneself with little or no supervision, and dependent upon oneself to accomplish tasks.
• Persistence - Exhibits persistence in the face of obstacles.
• Analytical Thinking - Analyze information and apply logic to address work-related issues and problems.
• Innovation - Think creatively and alternatively to develop new ideas for and answers to work-related problems.

SECTION 5

Work Environment and Physical / Position Requirements

• Ability to work successfully in a professional office environment.
• Ability to travel locally up to 10% of the time
• Ability to sit for extended periods of time while using a computer.
• Ability to hear, stand, move, and bend throughout the day.
• Ability to move up to 25lbs
• Use of hands 100% of the workday
• Level of vision ability (with or without correction, or reasonable accommodation) to be able to perform the essential functions of the position.

The Functions and Responsibilities listed above are general in nature and are not meant to be all inclusive, as they are samples of the functions and responsibilities to be performed. The organization retains the right to add to, or modify, this Position Description at any time.