Administrative Assistant

Overview

Work directly with a Business Development Manager to assist and coordinate information and communication related to large customer accounts; organize the documentation of all information related to customers and their projects; manage the internal workflow from order placement to delivery for orders and inquiries related to larger accounts; communicate and coordinate with our China Project Management teams and internal Operations and Sales staff; assist customers with technical information and order placement as needed by Business Development Manager

Position Responsibilities

Administrative:

- Coordinate all paperwork and communications related to a quote, order, and shipment for specific customers and projects per direction of Business Development Manager

- Communicate with our China Production teams to gather quotes, technical information, order placement, open item status, and information related to customers per direction of Business Development Manager

- Assist Sales staff with customer inquiries and communication related to order placement and necessary logistics

- Answer phone calls and assist customers with their orders or requests; provide a positive and favorable experience for the customer

- Keep accurate and organized records of each order, communication, and costs

- Use QuickBooks as necessary, ensuring accurate and timely information

- Work with other staff within the organization to ensure a smooth workflow for each order/inquiry

- Other duties as assigned

Logistics:

- Work with Production teams to ensure that all scheduled incoming shipments are sent with proper Incoming Quality Control documentation for shipments coming to SM and shipments going direct to customer or contract manufacturer

- Coordinate customer shipping schedules per direction of Business Development Manager; experience with CRM preferred

- Follow up with Production teams on open purchase orders to ensure lead times are being met; expedite shipments as needed

Qualifications

- Excellent communication skills, including written and verbal; will be communicating with our China Project Management team

- Able to learn, understand and communicate technical concepts to customers and internal staff

- Able to evaluate situations and provide solutions and suggestions; critical thinking is a must

- Extremely organized and able to handle and manage internal project communication and documentation simultaneously

- Computer skills with comprehensive Microsoft Word & Excel experience; will teach other programs as needed to perform the job

- Ability to learn in a dynamic environment that requires creative thinking and a solutions-oriented mindset

- Desire to grow personally and professionally

- Flexible and adaptable

- Able to work well within a team environment

- Three (3) Professional references