Business Operations

A-Staffing•New York, NY

About The Position

This role is responsible for managing various business operations tasks to ensure smooth and efficient order processing and customer satisfaction. Key duties include preparing quotations, managing service agreements, reviewing order documentation, placing purchase orders, coordinating deliveries, and maintaining internal databases. The position requires strong attention to detail, excellent communication skills, and proficiency in Microsoft Excel.

Requirements

Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
Strong mathematical skill with a high level of attention to detail.
Professional customer service skills.
Strong verbal and written communication skills in English and Japanese.
Organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
Ability to work collaboratively in a team-oriented environment.

Nice To Haves

Previous experience in office administration, order and purchase coordinator, data entry specialist or a related administrative role is preferred.

Responsibilities

Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company's internal filing system.
Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
Place orders and check the delivery date for items that need to be purchased. Create invoice data for orders where the service has started or the delivery is complete.
Enter sales order into internal order system (Account Database and Customer Database). Update and maintain Account Database and Customer Database.
Prepare purchase request forms based on approved cost summary sheets. Control orders of items with on-time delivery. Coordinate shipping of products and control on-time delivery of products at site.
Place purchase orders for licenses, software solutions, and other products from vendors, and coordinate the shipment and delivery of material products to ensure timely fulfillment; Place orders to service providers, suppliers, and subcontractors.
Communicate with carrier and equipment vendors and data center providers to obtain necessary quotes to place orders and coordinate to complete placement to attain on time.
Monitor and track the status and progress of orders by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
Update and share status of on-going order information and service activation with customers, vendors, engineers, sales department, and other internal staff members regularly.
Enter sales order information and invoice data into the company's internal systems such as account database and modify invoice forms as required.
Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
Manage incoming and outgoing mail, packages, and deliveries.
Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
Coordinate product fulfillment to ensure purchased products are received in a timely manner, process product return requests and review and handle vendor invoices related to product purchases.
Enter and update asset information in the company's asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.