Business Administration III

Canon Medical Components USA•Irvine, CA

6d•$29 - $31

About The Position

Provide daily operational and sales administration support to the business unit and/or corporate team. Responsibilities include, but are not limited to: day-to-day customer order management tasks; the coordination of customer and/or supplier orders; light preparation and assist in shipping of product returns to customers and parent company in Japan; receipt of goods from suppliers; daily professional correspondence with coworkers, business partners (i.e., Warehouse and freight forwarder) and customer contacts via email and telephone. This role will also perform other admin tasks as requested with cross-functional groups and additional business unit. Employees understand the functional necessity of this job role and can apply a developed range of professional skills (administrative, time management, communication and organizational skills) to a wide range of administrative tasks, some of which are more complex in nature. This role will be asked to attend and actively participate in onsite and virtual meetings and conference calls to be held with Dept. Management, Sales Management and Sr. team members. Must be able to complete daily workload efficiently and with minimal supervision, although many decisions and day to day processes are made under the direct supervision and guidance of Dept. Management and Sr. team members.

Requirements

Knowledge in Microsoft Office Suite: Outlook, Teams, Word, Excel, PowerPoint, Internet Search, etc.
Data entry with a high level of accuracy and attention to detail.
Ability to accurately prepare, maintain and reference records, files and reports and process information logically in accordance with the assigned task.
Knowledge of standard office processes and procedures and ability to maintain effective interpersonal professional relationships.
Work both collaboratively as a member of a team and independently with moderate daily supervision.
Ability to understand and follow instructions both stated and written.
Communicate proactively and effectively, both written and verbal, as appropriate for the needs of the audience, including business professional spelling, grammar, punctuation and arithmetic (as needed).
Ability to recognize, analyze, and solve a variety of problems and provide effective feedback to team members and management.
Works well under pressure, organized and able to multi tasks.
Displays flexibility and is able to work to meet time sensitive goals and deadlines.
Minimum Years of Experience: 3-5 years.
Successfully completed Secondary Education. (Balance of work experience and Post-Secondary education).

Nice To Haves

Previous knowledge of SAP is preferred, along with ability to professionally and effectively communicate across all levels of Administration and Management; excellent multi-tasking, organizational and time management skills are crucial to this role.
Undergraduate level education, Associate Degree. (Balance of work experience and Graduate level education).

Responsibilities

Completes ERP (SAP by Design software) processes for customer and/or supplier purchase orders, and the administration of warehouse stock.
Review and take necessary steps to efficiently validate and process purchase orders (i.e. terms, pricing, shipping details, due dates etc.); and fulfilling purchase orders for timely shipment; tracking of shipments; invoicing of orders; resolving customer order/service-related issues utilizing order processing software (SAP) in conjunction with Excel spreadsheets and shipping documents.
Collect, organize and maintain required records in accordance with compliance needs. (This includes but is not limited to customer/supplier PO’s, Return Material Authorizations; Supplier/Customer invoices; inbound/outbound shipment information to be relayed to warehouse/customer).
Daily use and maintenance of Word Doc. and Excel spreadsheet is required.
Coordinate shipments from suppliers, including the issuance of purchase orders, related invoicing and shipment tracking in conjunction with the established business unit purchasing plan.
Communicate key and accurate information to Administrative and Sales Management as well as other team members.
Inform Manager of unresolved issues that require assistance for resolution in a timely manner.
Coordinate the issuance of Return Material Authorizations for returns from customers and administer the disposition of credits, product evaluations, and product returns to supplier including shipment to/from Japan.
Manage shipping documents between CMCU, 3PL Warehouse and customer/supplier as required.
Maintain accurate and up to date files and ensure that confidential information is treated discreetly and safeguarded as required. This includes but is not limited to product specifications and pricing, customer specific agreement records, custom orders etc.
Create shipping labels, commercial invoices etc., required for international outbound shipments.
Perform other administrative duties as assigned.