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Business Operations Administrator

Reporting to: General Manager

Effective Date: August 1st, 2021

      Job overview

      Conduct day-to-day administration and operational tasks under the direction of the GM. This responsibility will include (but is not limited to) administrative tasks, purchasing, sales support, customer service and logistics coordination

      Duties & responsibilities

      Administrative tasks

      • Maintain & file legal documents, sales agreements, certificates, etc.
      • Manage all changes and updates to the company website including SEO and domain hosting activities with outside consultants
      • Keep time and attendance record
      • Assist General Manager on other operations related activities

      Purchasing management

      • Coordinate outsourcing activities and manage qualified vendor information
      • Prepare RFQs and obtain cost information
      • Responsible for all purchasing activity and maintaining proper amounts of inventory and operating supplies
      • Support engineering drawing record keeping and part number creation with internal database system

      Sales supports

      • Prepare quotes to management for approval
      • Complete sales order processes including new customer account setup, order information, data entry, shipping & invoicing
      • Track overdue invoices and follow up with customers for payment
      • Set up, maintain and process credit card payment
      • Maintain client database and file sales related engineering drawings and documents
      • Maintain & query sales inquiries database for sales forecast and financial update
      • Receive and respond to sales inquiries from website, email and 800 phone line
      • Support the preparation for sales and conference activity

      Customer service

      • Communicate directly with customers, especially on repeated orders & provide customer service
      • Review applicable standards, regulations, certification requirements application to each project

      Logistics coordination

      • Prepare shipping documents to outside processing vendors for domestic and international shipping directly to customers
      • Maintain ACE.GOV access for export filing documents
      • Maintain carrier accounts: UPS, FedEx, DHL for domestic and international shipments

      Qualifications & requirements

      • Bachelor’s degree or an association’s degree in business administration or relevant field
      • 2+ years of proven work experience as a business administrator, sales administrator, customer representative or logistics specialist
      • Proficient in Microsoft Office tools, especially in Excel spreadsheet
      • Familiar with JD Edward/AS400 Sales Order and Purchasing system is a plus but not required
      • Outstanding oral and written communication skills
      • Ability to manage time effectively and coordinate team activities
      • Good problem-solving & customer service skills
      • Ability to work in a team as well as individually as and when required

      We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, age, gender identity or sexual orientation, creed, sex, disability, marital status, citizenship status, protected veteran status, or any other characteristic protected by law. 

      Please email a copy of your resume outlining your experience.