Admin/Sales Support Specialist

Aloha,

We would like you to join our experienced team at Tropic Fish Maui, the largest seafood company in Hawaii. Your talent and experience will play a pivotal role in ensuring the highest quality and diverse selection of seafood products for our customers. We are looking for a dedicated team player with a successful track record.

Under minimal supervision, assists GM, Sales, and staff with invoices and other documents. This position performs various duties, including order-taking, generating and validating invoices, coordinating documents, data entry, and clerical support.

ESSENTIAL FUNCTIONS

1) Coordinates all the invoicing and related documents, including but not limited to working with the General Manager and Sales and Marketing

2) Receives calls, faxes, e-mails, or walk-in requests for orders, order changes, adjustments, and cancellations directly from customers and inputs orders into Aspen.

3) Process invoices, delivery, or will call documentation.

4) Follow up with drivers, sales reps, and customers to ensure they receive their orders when pending invoices are un-scanned on the invoice tracker.

• Coordinates invoices and related documents, including but not limited to working with Accounting and other Head Office Staff.
• Helps validate invoices and other pertinent documents relating to all deliveries and/or pickups.
• Follow up and process all claims and/or credits on time.
• Confirm driver log sheets with invoices delivered (including signed PODs. If missing, contact Driver)
• Update other daily spreadsheets, if any.
• Process Credit Card Transactions, if any.
• Other duties as required.

1. Associate's degree (A.A.) or equivalent from a two-year college or technical school.
2. One to two years of related experience and/or an equivalent combination of education and experience.
3. Computer skills, including a working knowledge of Microsoft Excel or similar spreadsheet programs.
4. Familiarity with and ability to use general office equipment, such as copy machines, fax machines, stamp machines, automatic typewriters, and 10-key punch.
5. Ability to work efficiently to meet deadlines and maintain high sound judgment.
6. Ability to effectively communicate with customers, vendors, and employees
7. Knowledge of basic cash/check handling or basic math/algebraic equations.

INTERPERSONAL INTERACTION

This position reports directly to the General Manager and/or Office Manager. If he/she is unavailable, then this position reports to the Sales Manager. Daily, the person in this position will interact with customers and staff.