Order Processing - Team Assistant

What challenges can you expect?

Essential Functions

• Prepare, and submit to customers sales documents (with attachments)
• Type reports, memos, letters, and other documents using word relevant computer software.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Record, type and distribute meeting minutes.
• Coordinate and supervise visits from customers and sister companies.
• Carry out internal and external correspondence in accordance with general guidelines.
• Obtain and forward information from / to other locations. Organize and manage departmental and team meetings including preparation of minutes.
• Create files and file documents. Classify, file, and monitor written documentation under observance of relevant time periods.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• Scan, file and retrieve corporate documents, records, and reports.
• Organize, book and invoice trips in accordance with company guidelines.
• Compile data in accordance with general guidelines, enter into computer systems and process (printing, saving, forwarding). Prepare numerical data statistically and graphically, carry out simple calculations.
• Other tasks as assigned by Supervisor.

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What do we expect from you?

Summary
The Order Processing Team Assistant provides high-level administrative support to the Order Processing department, Department Manager and the Sales Managers by preparing sales documents (offers and order confirmations) with its respective attachments, conducting research, preparing statistical reports from SAP and other software, handling information requests and performing clerical functions such as preparing correspondence, preparing reports, scanning and filing documents, receiving visitors, arranging conference calls and travel itineraries, and scheduling meetings.  

Education

• High school diploma or GED
• 1-3 years administrative / clerical experience

Competencies

• Communication Proficiency
• Computer skills (MS/Office)
• Ability to speak English (other languages are a plus but not fully required)
• Basic reading, writing, arithmetic skills
• Time Management
• Personal Effectiveness/Credibility
• Flexibility
• Stress Management/Composure
• Customer Service Oriented