What are the responsibilities and job description for the Administrative Assistant position at Calko Group / Alpex USA?
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Job Title:
Administrative Assistant Alpex USA
Job Summary:
The Administrative Assistant provides efficient support to our sales team and to the production manager. He/She manages administrative tasks, processes sales orders, purchases necessary production components, ships finished products to customers.
- Key responsibilities:
Under the responsibility of the Marketing and Sales VP , the Administrative Assistant is responsible for:
· Customer orders
- 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.
Under the responsibility of the Production Manager, the Administrative Assistant is responsible for:
· Purchasing and Production.
- 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,
· Shipping.
- 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
· Miscellaneous
- Telephone reception plus reading emails
- Receiving and sending mail internally
- Edition of technical sheets
- Sending samples and robracks to customers
- Editing orders for office supplies
- Reconciliation of transport purchase order/invoices
Qualifications / credentials:
High school diploma or equivalent; associate degree preferred.
Minimum 5 years in a similar role is required
Skills:
Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint).
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills. Foreign languages.
Familiarity with CRM software is a plus.
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Health insurance
- Paid time off
- Referral program
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $19 - $21