Reporting to the Manager, the Administrative Assistant will be responsible for entering sales orders and client information into the company’s internal system, arranging shipments, placing orders with vendors, and following up with clients regarding past due orders. This role will also work closely with the accounting department.
Role Priorities
Understand company products and respond to client inquiries regarding cost, shipping, and delivery.Navigate and utilize the company’s system for all client orders.Serve as an office logistics liaison.Collaborate with the accounting department regarding collections and invoice issues, and with the sales department on product specifications.Performance Requirements
Assist the Manager with office logistics.Create vouchers for Accounts Receivable and Accounts Payable in the company’s system.Prepare shipping documents and enter shipment data into the company’s system.Record incoming and outgoing shipment information.Update data in the control book to utilize Robotic Process Automation (RPA) for payment requests.Monitor customer portals to arrange shipments.Maintain positive relationships with suppliers, customers, and colleagues.Provide personalized customer service to enhance the client experience.Coordinate daily shipments with the warehouse department.Manage warehouse inventory counts based on receiving and delivery activity.Respond promptly and effectively to customer inquiries.Organize and maintain documents.Preferred Skills, Experience, and Educational Requirements
Minimum Experience:
Data entry and reviewStrong attention to detailExcellent communication skills (verbal and written)Strong organizational skillsAbility to cross-reference data accuratelyWorks well independently and as part of a teamSpecific Skill Requirements:
Excellent English verbal and written communication skillsAbility to learn and use the company system dailyBasic proficiency in Microsoft Word, Excel, and OutlookMinimum 1 year of logistics administrative experienceEducational Requirements:
High School DiplomaPreferred Skills and Experience:
Bachelor’s DegreeAdvanced Excel skillsStrong relationship-building skillsBilingual in English and Japanese (preferred)Knowledge of import and export terminologyCompany DescriptionBond Consultants is a dynamic recruitment firm which provides professional employment services to many people with different backgrounds and skills.Company DescriptionBond Consultants is a dynamic recruitment firm which provides professional employment services to many people with different backgrounds and skills. Read LessHandle all accounting tasks and oversee the day-to-day functioning of the office, ensuring that administrative processes run smoothly. Office administrator provides general HR administrative & sales support and assists with needs for information from the system, employment files, and other information sources.
Essential Duties
• Completes tasks on time and can properly prioritize work.
• Maintain filing systems and ensure the proper retention, protection, and disposal of records.
• Management of accurate financial records in compliance with US Accounting Standards (US GAAP) and internal policies.
• Monthly, quarterly, and annual financial settlement work (Journalizing, provision, account adjustment, etc.)
• Manage vendor relationships (inventory, ordering) for office supplies, computers, software, landlord
• Identify and resolve all vendor invoice/purchase order discrepancies with Inside Sales Manager
• Management accounts receivable and account payable, invoice processing, payment business, collection business.
• Overall response to accounting and tax operations.
• Review and report on withholding tax(e.g. 1099 payment)
• File all the documents of HR, General Affairs and Accounting
• Office and facility (Building) maintenance support included.
• Plan and coordinate safety and health events including evacuation and monthly check up to maintain good conditions of the facility.
• Assistance in budget formulation, forecasting, and differential analysis.
• Contact the contracted companies for accounting and legal issues to resolve properly
• Ability to plan, coordinate, and execute office projects or events.
• Support the onboarding process to include, interviewing, scheduling, and testing of all candidates for openings
• Support to manage vendors and HR services including payroll, health benefits, and so on
• Maintain employee records and respond to reference requests
• Review Employee Handbook periodically
• Sorting and distribution of incoming post
• Manage annual staff performance evaluation process, work with supervisors to address performance issues
• Perform other related duties as assigned.
• Assist the dispatched people from Japan for their living and support their life in the US including controlling their passports and working visas.
• Assist co-workers in servicing customers including answering incoming calls, faxing, filing and photocopying
• Assist other departments upon request (VP, Sales, Inside Sales, Plant)
Qualifications:
Bachelor's degree in Accounting, Finance, or a related field preferredHas work experience with monthly closings3–5 years of relevant work experience preferredStrong multitasking and organizational skillsProficiency with Microsoft Office and Windows-based systemsExcellent communication skillsJapanese language skills preferredIf you’re looking for a role where your skills in finance, operations, and people support can truly make an impact, we encourage you to apply!
Company DescriptionBond Consultants is a dynamic recruitment firm which provides professional employment services to many people with different backgrounds and skills.Company DescriptionBond Consultants is a dynamic recruitment firm which provides professional employment services to many people with different backgrounds and skills. Read LessSummary:
We are seeking a detail-oriented and customer-focused Administrative Support Representative to assist designated sales staff in managing current and prospective customer accounts. This role is responsible for handling order processing, account maintenance, and internal coordination to ensure efficient administrative support of the sales team.
Responsibilities:
Provide administrative support to assigned salesperson(s)
Receive and process customer orders via phone, email, fax, or EDI
Coordinate with internal departments (production, shipping, warehouse, etc.) to track and expedite orders
Maintain accurate records of order details, including pricing, credit terms, and delivery updates
Manage billing, order entry, and invoicing tasks
Address and help resolve customer complaints and communicate updates to sales staff
Organize and file customer documents, invoices, and related correspondence
If assigned, handle overseas invoice formatting and documentation (e.g., from Japan, Taiwan)
Perform other administrative tasks as assigned by supervisors or managers
Qualifications:
Associate Degree required; Bachelor's Degree preferred
Strong written and verbal communication skills
Excellent attention to detail and organizational skills
Ability to work both independently and collaboratively
Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
Bilingual abilities are a plus, but not required
Math & Analytical Skills:
Able to perform basic math: addition, subtraction, multiplication, division
Understand and apply percentages, ratios, and standard calculations
Follow written, verbal, and diagram instructions to solve routine problems
Physical Requirements:
Ability to sit or stand for extended periods and walk to warehouse as needed
Must be able to lift up to 30 lbs
Comfortable working in an environment that uses industrial liquids (with proper PPE)
Company DescriptionBond Consultants is a dynamic recruitment firm which provides professional employment services to many people with different backgrounds and skills.Company DescriptionBond Consultants is a dynamic recruitment firm which provides professional employment services to many people with different backgrounds and skills. Read Less