Sales Coordinator/Assistant

POSITION TITLE Sales Coordinator/Sales Assistant

Position Summary

In this position, you will support international trading operations by coordinating order processing, logistics, inventory management, billing, collections, and other sales administration activities while working closely with sales representatives, management, customers, suppliers, and internal departments

Responsibilities

• Processing
• Sales Order, Purchase Order and Order Profile: Create, record, system entry, review
• Finalize deliveries: Arrange, track, and record as applicable
• Register new vendors in Kintone, as applicable.
• Help enter information pulled from GP for Credit Applications
• Issue invoices based on terms for each business
• Maintain and track Inventory
• Enter data related to Buying (importing, domestic), Selling (domestically, exports), transporting, coil tracking and other related data for our business in both GP and/or Excel
• Manage and report on data statistics for import and domestic by ports/countries as required for each business and/or Manager.
• Check documents for accuracy and communicate with customers, vendors and suppliers as needed/requested
• Monitor AR status for each account and report issues to Sales Representatives and customers to mitigate overdue situations
• Assist in creating forecast numbers
• Assist Sales Representative and/or GM to book tickets, reserve restaurants or any other requested accommodations for business trips
• Report to Sales Representative and/or GM on news updates and/or changes pertaining to that business
• Learn and use new EDI systems as requested and required for that business
• Collaborate with Accounting and other personnel when there are questions regarding GP
• Create sales related documents such as Invoice, Packing List, Sales Confirmation, PO, and other necessary documents
• Prepare Month End Department reports and send internal report to applicable parties
• Process invoices from Vendors and related companies and forward to Accounting for payment
• Create / Process - Credit/Debit Memos and Write Offs, as necessary
• Once finalized by all necessary parties (e.g., Customers, Sales Managers, Vendors), handle documentation for claims and perform required claims processing with vendors and process debit / credit memos as needed
• Verify deductions / debits from customers for claims and interface with Accounting
• Generate Reports from GP and Excel, as required
• Adhere to all Company policies and business flows
• Troubleshoot and resolve issues which may arise
• Communication/Interface
• Work with other Sales Coordinators / Sales Representatives / Managers to support every aspect of sales activities
• Month End Closing: Input all sales, purchase, expenses, claims and accruals, when needed in GP & send to General Manager for approval and send report to Accounting Department
• For roll business - must also report to NST
• Controlling Chicago Marine Insurance between Sales Coordinators
  
• Monitor credit limits and terms with all customers and take appropriate actions when necessary
• Follow up with Accounting requests for internal/external audit and with Sales Representatives and GM on self-audit matters
• Communicate with headquarters, accounting, personnel, IT, etc., as necessary, both internally and externally
  
  

３. External Duties and Responsibilities (as applicable)

• Coordinate all aspects of import documentation and clearance, and shipping to destination to be cleared with import agent
• Communicate with custom broker and instruct on import shipment details, along with providing instructions on moving shipments inland
• Follow up with suppliers and customers to obtain/release import/export documents
• Provide delivery instructions to port authority, warehouses, brokers, and trucking companies
• Follow up with customer's accounting divisions for payments of past due invoices regarding their payment status and checking transportation for shipments.
• 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
• Work on special assignments/projects as requested
  
  
  

Qualifications

• Associate degree or equivalent required; Bachelor's degree preferred
• Office administration experience
• Strong written and verbal communication skills
• Proficiency in Microsoft Office, particularly Excel and Word
• Ability to work independently and collaboratively in a team environment
  
  
  

Preferred Qualifications

• Japanese language is preferred but not required
• Trading administration or trading-related experience
• Import/export or logistics experience
• Inventory management experience
• ERP system experience
  
  
  

LOCATION Greater Chicago Area

EMPLOYMENT TYPE Full-Time (Non-Exempt)

SALARY USD 50,000-65,000

BENEFITS Medical , dental, vision, 401(k), PTO, company holidays, and other standard company benefits

WORK ARRANGEMENT

Monday to Friday, 8:30 AM - 5:00 PM

Hybrid work arrangement available after training period (up to 2 days per week remote)