Office Associate

About the role

Office Associate 1 provides administrative support to ensure the efficient operation of a branch office, performing general office/clerical tasks, processing sales and purchase orders, handling customer inquiries, managing payments and inventory, filing documents, supporting office staff, sales, and warehouse teams, and delivering excellent customer service.

Responsibilities

• Contribute to the efficient operation of the branch office by providing administrative support.
• Perform a range of general and specific office/clerical tasks including entering data, maintaining customer records, sorting and distributing incoming/outgoing mail, answering phones, and filing.
• Process Sales Orders and/or Purchase Orders using Oracle.
• Review sales or purchase orders and ensure they are processed through the order processing system without issues.
• Use the customer inquiry function for accounts receivable (A/R) questions and reply to customers or sales reps.
• Process checks and cash received from customers.
• Prepare payment orders for invoices from vendors and suppliers.
• Check inventory to determine the availability of requested merchandise.
• File documents according to company standard operating procedure (SOP) and retrieve them upon sales or customer request.
• Support office staff, sales, and warehouse teams and act as an assistant on various tasks.
• Organize delivery and receiving related documents and maintain logs.
• Maintain effective communication with sales associates, warehouse, and office personnel.
• Receive calls, take and relay messages, and respond to requests for information; provide information to direct callers to the appropriate individual.
• Provide excellent service to customers and suppliers by communicating to expedite the resolution of problems/complaints with Corporate Finance when necessary.
• Assist with the quarterly physical inventory (PI), which may be conducted on weekends.
• Understand PI processes and enter data without errors.
• Understand and follow company SOPs and know how to locate necessary SOPs when needed.
• Perform reception duties including greeting and announcing visitors, accepting deliveries, etc.
• Ensure each employee, customer, client, and vendor receives outstanding customer service by providing a friendly environment, greeting and assisting everyone, and maintaining product knowledge and other customer service components related to office operation.
• Perform other related duties as required.

Requirements

• Japanese or Korean bilingual required.

Skills

• Organize and prioritize numerous tasks and complete them under various time constraints.
• Computer skills including proficiency with Microsoft Word, Excel, PowerPoint, and Outlook software, as well as other general office skills.
• Knowledge of general office operation.
• Data entry keyboarding skills without error at a moderate rate of speed.
• Effective communication skills internally and externally via phone, email, and in person.
• Ability to speak clearly, concisely, and effectively.
• Ability to listen to, and understand, information and ideas as presented verbally.
• Ability to assemble, sort, and file documents.
• Ability to organize and prioritize tasks to meet cut-offs.
• Ability to speak, write, and read English.

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• Life & accident insurance
• Pet Insurance
• 401(k) with company matching
• 19 days of paid time off
• Wellness program and EAP assistance
• and much more!
• Most benefits require employee contribution
• Pre-employment Drug testing is required.
• Must be authorized to work in the United States on a full-time basis for any employer.
• Principals only. Recruiters, please do not contact this job posting.

Schedule

Monday to Friday 8:00 AM to 5:00 PM