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Administrative Assistant
2 weeks ago
KEY RESPONSIBILITIES :Purchase Order (PO) Creation and Management: Create and manage purchase orders for flooring suppliers, submit them to manufacturers, and ensure they align with production and shipping schedules. Verify pro forma invoices, identify discrepancies (quantities, price, taxes, customs duties), and calculate additional costs. Update expected arrival dates in the BisTrack (BT) system and validate pro forma invoices for accurate record-keeping. Supplier Coordination: Communicate regularly with suppliers to manage production, shipping schedules, and any special-order requirements (e.g., partially loaded shipments). Work with customs brokers to ensure smooth shipment processing by sending necessary documents and entering container information in the BT system. Supplier Invoice Processing: Process supplier invoices prior to delivery for direct orders, and after receipt for stock orders. Collaborate closely with Accounts Payable (AP) to ensure the accurate processing of payments and manage any supplier rebates. Shipment Tracking and System Updates: Regularly update shipment statuses in the system at least twice a week, ensuring that arrival dates and tracking information are current. Supplier Claims Management: Manage claims with suppliers regarding quality, quantity, or delivery disputes, and ensure timely follow-up and resolution. Document Management for Accounts Payable (AP): Prepare and submit required documents to Accounts Payable to facilitate prompt and accurate supplier payments. Additional Administrative Support: Assist in the creation of new product codes, manage product information sheets, and process credit notes for adjustments or errors in invoices. Occasionally assist with inventory cost management in the system, ensuring accuracy for internal records. CORE COMPETENCIES: Analytical and Problem-Solving Skills: Ability to analyze price discrepancies, customs, and shipping costs, and efficiently resolve issues. Communication and Multitasking: Strong written and verbal communication skills with suppliers, as well as internal and external customers. Ability to manage high-volume orders and multi-task effectively. Technical Knowledge and ERP Systems: Proficiency in ERP systems like BisTrack for order and inventory management. Expertise in Microsoft Office (particularly Excel) and Power BI for data tracking. Language Skills: Proficiency in Mandarin or Korean is an asset for effective supplier communication. Organizational Skills and Attention to Detail: Strong time management and organizational abilities, with high attention to detail in managing documents and information. Cost Management Skills: Understanding of cost management principles and ability to analyze inventory data for optimized purchasing and cost control. REQUIREMENTS: Experience with purchase order creation and supplier coordination in a high-volume environment. Familiarity with ERP systems like BisTrack and strong proficiency in Microsoft Office, particularly Excel and Power BI. Ability to manage multiple tasks in a fast-paced environment. Language proficiency in Mandarin or Korean (an asset). WORKING CONDITIONS: Ability to work in a fast-paced, high-volume environment. Some overtime may be required during busy periods. COMPENSATION: Annual Salary: $50,000–$55,000 (pro-rated for a 10-month contract) Dental care Extended health care Life insurance Vision care
