Carol Stream, IL 60188 US
Job Position: Operations Administrative Assistant
Pay Rate: $21.00 /hr
Description: Job Title: Office Admin
Job Location Carol Stream, IL
Job Shift - 1st Shift 8:00am -4:30pm or until the job is completed; OT available
Total Staffing Benefits available during temporary period including Medical Benefits, PTO, paid Holidays upon accruing hours. Company none, this is for a special project.
Operations Administrative Assistant Description:
Bring your exceptional organizational skills to our 8 person team in Carol Stream. We are a small, but rapidly growing company specializing in the design and manufacturing of components used to monitor battery packs in electric vehicles and solar energy systems. We need a smart, positive, friendly, can-do full time Administrative Assistant willing to wear many hats to join our team.
Primary job responsibilities include focusing on the operational support aspects of manufacturing including tracking the incoming flow of components from suppliers and the subsequent outflow of parts to contract manufacturers and end product to customers. The position works closely with inventory management to ensure that finished goods are positioned to fulfill orders post production. The job requires a keen focus on data accuracy, attention to detail, and the ability to focus on process details. The job involves consistent email communication with customers & suppliers, soft collection of outstanding balances, and taking phone calls. We are particularly looking for candidates who bring a depth of knowledge in Excel/Google Sheets, can demonstrate a strong process orientation coupled with exceptional customer service skills, and who are interested in long term growth. As our company continues to grow, we expect this role to grow as well.
The job will entail the following items:
Operations & Order Fulfillment:
Record company purchase orders and maintain databases of order status updates
Track incoming components to ensure they are properly received, cataloged, and dispositioned
Review invoices as an integral part of the accounts payable process
Assist in the fulfillment of CM purchase orders
Assist with the staging of orders for production
Communicate directly with customers as their orders near completion
Assist in the operations purchasing process
Assist in inventory audits
Assist sales team with customer POs
Maintain databases of customers and customer information.
Crosscheck incoming goods against POs, Invoices, and maintain component databases
Process paperwork for goods from suppliers
Create domestic and international shipping documents & labels as needed
Track inbound international shipments to assist in customs clearance
Participate in the approval process of invoices for AP
Match credit card charges to purchases made on company cards.
Daily outreach to customers to ensure orders can be released as soon as they are fulfilled
Process payments (credit card, PayPal payments, receive wire transfers, deposit checks)
Follow up the best way (email or phone) with Terms accounts to ensure their account is current so upcoming goods can ship without additional delay
Proactively request line of credit reviews on Terms accounts as appropriate
Frequent interaction with production team on the physical reception of incoming components from suppliers
Frequent interaction with sales and production teams as orders work through the production process
Frequent interaction with accounting team in regard to AP/AR and Term accounts
Other tasks as assigned (especially as the role grows with the company.)
Strong organizational and planning skills with a process oriented mindset
Ability to prioritize and multitask
In depth spreadsheet skills (Excel/Google Sheets) including formulas, tables, importing and exporting data, building models, etc.
Attention to detail and accurate data entry is critical for success
Strong customer service and communication skills
Windows 7 or newer, Word processing, spreadsheet, and email skills
Self motivated and a positive attitude when dealing with staff and customers
Willingness to proactively tackle any and all problems with proven problem solving skills
Excellent English written and verbal skills (fully fluent and excellent grammar required)
Ability to maintain confidential information
Associate degree required (Bachelor degree or better preferred)
Fluent in Spanish (desired but not required)
Experience in the following is a plus, but not required (training will be provided.)