Office Associate

Wismettac Asian Foods, Inc•Phoenix, AZ

About The Position

Office Associate 1 contributes to the efficient operation of a branch office and will be responsible for ensuring it by providing administrative support. The job performs a range of general and specific office/clerical tasks including but not limited to entering data, maintaining customer records, sorting and distributing incoming/outgoing mail, answering phones, and filing. This position is entry-level and works under general supervision. Because this role provides general office support, duties vary from day to day. The core of the job is ensuring that offices run efficiently and can provide excellent service to clients and customers. Ensure that each employee, customer, clients, and vendor receive outstanding customer service by providing a friendly environment which includes greeting and assisting everyone by maintaining outstanding product knowledge and all other components of customer service related to the office operation. Process Sales Orders and/or Purchase Orders using Oracle. Review sales or purchase orders and ensure that orders are processed through the order processing system without issues. Use the customer inquiry function for accounts receivable (A/R) questions and reply to customers or sales reps. Process checks and cash received from customers. Prepare payment orders for invoices from vendors and suppliers. Check inventory to determine the availability of requested merchandise. File documents according to company standard operation procedure (SOP) and able to retrieve it upon sales or customers’ request. Supports office staff, sales, and warehouse and acts as an assistant on various tasks. Organize delivery and receiving related documents and maintain logs. Have effective communication with sales associates, warehouse, and office personnel. Receive calls, takes and relay messages, and respond to requests for information: Provide information to direct the caller to the appropriate individual. Provide excellent service to customers and suppliers by communicating to expedite the resolution of problems/complaints with Corporate Finance whenever necessary. Assist with the quarterly physical inventory (PI) which may be conducted during weekends. Understand PI processes and be able to enter data without errors. Understand and follow company SOPs and know how to find necessary SOPs when needed. Reception duties include greeting and announcing visitors, accepting deliveries, etc. Perform other related duties as required.

Responsibilities

Provide administrative support to ensure efficient branch office operation.
Perform general and specific office/clerical tasks including data entry, customer record maintenance, mail sorting, phone answering, and filing.
Ensure excellent customer service by providing a friendly environment and assisting customers, clients, and vendors.
Process Sales Orders and/or Purchase Orders using Oracle.
Review sales or purchase orders and ensure that orders are processed through the order processing system without issues.
Use the customer inquiry function for accounts receivable (A/R) questions and reply to customers or sales reps.
Process checks and cash received from customers.
Prepare payment orders for invoices from vendors and suppliers.
Check inventory to determine the availability of requested merchandise.
File documents according to company standard operation procedure (SOP) and able to retrieve it upon sales or customers’ request.
Support office staff, sales, and warehouse and acts as an assistant on various tasks.
Organize delivery and receiving related documents and maintain logs.
Communicate effectively with sales associates, warehouse, and office personnel.
Receive calls, takes and relay messages, and respond to requests for information.
Provide excellent service to customers and suppliers by communicating to expedite the resolution of problems/complaints with Corporate Finance whenever necessary.
Assist with the quarterly physical inventory (PI) which may be conducted during weekends.
Understand PI processes and be able to enter data without errors.
Understand and follow company SOPs and know how to find necessary SOPs when needed.
Perform reception duties including greeting and announcing visitors, accepting deliveries, etc.
Perform other related duties as required.