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Job Description
Administrative Coordinator needed for local manufacturing company. This position is responsible for supporting all aspects of the organization including general administration, accounting, sales/marketing and operations/production.
Duties include:
Administration
Answer phones/greet visitors;
Update Monday Morning Minutes;
Setup Monday Morning Meeting with 10 visuals as needed;
Display weekly data sheets on corkboard;
Order food for luncheon functions and guests;
Setup/cleanup for luncheons;
Relocate and create new yearly files for customer;
Relocate and create new yearly files for vendors;
Replace toner and paper for common printer as needed;
Create new charts, graphs, data outputs as required by management;
Water plants;
AAA renewals;
Create yearly calendar;
Maintain staffing schedule / Calendar;
Order, pickup and/or purchase office supplies;
Create new data yearly data sheets;
Create sick/vacation spread sheets each year;
Manage sick/vacation time on spreadsheet;
Manage stamps.com;
Holiday cards;
Create SOPs as needed/requested;
Assist with inventory counts;
Keep supply room organized;
Accounting
File/organize Customer, A/P, and other files;
Compile and enter hourly payroll info weekly;
Monitor bank accounts during transition period;
Process A/P and A/R transactions in AX;
Assist with RDE AP reconciliation;
Create and enter deposits into AX;
Deposit incoming wire transfers from customers into AX;
Send past due customers to collections as needed;
Acquire & update W-9 forms;
Administer changes to wireless bill;
Process invoices and credit notes;
Enter everyday counting journals for stock adjustments;
Process CC payments & batches as needed;
Manage consignment periods and releases;
Assist with allocated inventory reconciliation;
Enter expense report checks when properly coded;
Process Sales Rep Payments at month-end;
Invoice RDE for Warranty Issues and send backup documentation;
Assist with compiled raw material in transit value for month end;
Assist with backlog report month categories;
Train new users on daily AX task;
Take deposits to bank as needed;
Sales/Marketing
Process quotes, sales orders, and Follow Up as needed;
Package and mail marketing material;
Assist with distributor schools;
Prepare weekly sales reports;
Update and print Monday Weekly report and create and print chart;
Create, update, and provide Weekly Quote Report;
Create, update, and provide Order Status Report, plus weekly and yearly chart weekly;
Prepare monthly quoting /orderboard summary for BV;
Enter new & potential customers and contacts into database;
Update existing customer information changes;
Assist with outbound telemarketing as needed;
Check/provide customer status updates;
Order marketing collateral (e.g. shirts), as directed by sales mgr;
Production/Procurement
Create and close workorders;
Update serial number information;
Create and maintain parts replenishment plan;
Place parts replenishment orders with RDE, biweekly;
Purchase locally-sourced items, daily;
Request updates from Germany about late orders;
Assist with production planning as needed;
Create, update, and print Invoiceable Weekly RMP chart weekly;
Create, update, and print Weekly RMP Work chart weekly;
Create, update, and print Available Hours by Week chart weekly;
Cross-train to Process RMA numbers & documents;
Create RMA BOMS;
Create RMA quotes;
Process RMA order and invoice;
Edit premade BOMs as needed;
Enter new & potential vendors and contacts into database;
Update existing vendor information changes;
Process freight & courier shipments;
Track and Schedule inbound air/sea freight shipments;
Obtain air freight, sea freight, LTL, and courier quotes for sales team;
Submit shipping damages claims;
This company offers strong benefits along with an excellent work environment. Ideal candidates must have a high school diploma, associates degree preferred. 1-3 years related experience as administrative assistant or similar is a plus.
Requirements High School Diploma. Associates Degree preferred but not required.
All applicants applying for U.S. job openings must be authorized to work in the United States. Wage is based on experience.
All inquiries are confidential.
