Job Summary:
We are seeking a dynamic and detail-oriented Office Manager to oversee the administrative, financial, and logistical functions of our office. The ideal candidate will be experienced in managing Accounts Receivable (AR) and Accounts Payable (AP), working with suppliers and shippers, and handling the full cycle of order fulfillment—from procurement to customer delivery. This role also involves using ERPs (QuickBooks and other platforms) for invoicing, managing payments, credit insurance analysis, and handling electronic data interchange (EDI) processes with customers and partners.
Key Responsibilities:
Accounts Receivable and Payable (Overseas Vendors and Shipping companies):
Manage AR/AP processes, including billing customers, processing invoices, and collecting payments.
Utilize QuickBooks to create and manage invoices, track payments, and handle financial records.
request and monitor credit card payment s and transactions and oversee the banking system to ensure receipts of customer’s payments.
Support with banking activities, including overseas online payments set up in foreign currencies (mostly Euro and Cad) and maintaining accurate financial documentation.
Credit Insurance Analysis:
Evaluate with Management customer creditworthiness and monitor credit insurance coverage to minimize risk exposure.
Coordinate with credit insurance providers to ensure appropriate coverage for new and existing customers.
Logistics and Supply Chain Management:
Liaise with suppliers to solicit goods and ensure timely shipments.
Work with shippers, customs brokers, and freight companies to manage inbound and outbound logistics.
Ensure smooth delivery of goods to customers, handling any shipping or customs issues as needed.
Electronic Data Interchange (EDI) Management:
Oversee and manage EDI processes with customers and suppliers, ensuring data accuracy and smooth electronic communication.
Work closely with Management and partners to troubleshoot and resolve any EDI issues.
Customer Relations:
Communicate with customers regarding orders, delivery timelines, and billing inquiries.
Provide excellent customer service and ensure customer satisfaction throughout the order fulfillment process.
Inventory and Fulfillment: on a FIFO
Assist with light picking and packing at the office when necessary.
Coordinate with Sales for restocking as needed.
Administrative Support:
Oversee general office administration, ensuring smooth day-to-day operations.
Qualifications:
Experience: Minimum of three to five years of experience in an office management, financial administration, or logistics role preferably in wholesale consumer goods/apparel.
Technical Skills:
Proficiency in QuickBooks (or similar ERP system) is essential.
Experience with AR/AP processes and general accounting tasks.
Familiarity with logistics coordination, shipping procedures, working with suppliers and customs brokers.
Knowledge of EDI processes and systems.
Experience with credit insurance analysis and customer credit risk assessment.
Soft Skills:
Strong organizational skills, with the ability to manage multiple tasks simultaneously.
Excellent communication skills for dealing with suppliers, customers, and internal teams.
Problem-solving abilities and attention to detail.
Preferred Qualifications:
Experience working such skills in the womenswear apparel industry.
Knowledge of banking systems, credit card reconciliations, and online payment platforms.
Familiarity with international shipping regulations or customs processes.
What We Offer:
Competitive salary and benefits package. Salary range from 65 to 85 depending on proficiency level.
Opportunities for career growth within a diverse and supportive team.
A hands-on role where you’ll manage a variety of tasks in a fast-paced environment.
