Office Manager/Administrator

Office Manager/Administrator

Location: Chandler, AZ

Our client is seeking and Office Manager/Administrator that can handle the following duties and responsibilities for the company: 

Inventory, Parts and Asset Management

• Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.
• Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company.
• Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepares requisitions, purchase orders and other forms as directed.
• Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters.
• Interfaces with the sales and service team to coordinate purchasing management
• Interfaces with the sales and service team to coordinate proper inventory management.
• Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department.
• Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and company's headquarters in Japan (i.e. in providing delivery schedule to Japan).
• Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner
• Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers
• Coordinate and keep records for registering and disposing assets, inventory, parts.
• Assists and performs other projects as assigned by management.

Export/Import and Shipping/Receiving

• Coordinate with the company's logistic teams, below tasks will be performed
• Collect import, export, shipping documentation, review, and processing.
• With knowledge of export and import regulations, prepare shipping document.
  (Export, Import and domestic shipment)
• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.
• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each country, and prepare such.
• Involve with the physical shipment handling. Able to handle 100+ lbs shipment with use of hand tools, such as dolly.
• Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes, cushions, and shipping tapes, etc.
• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or problems.
• Communicate with custom brokers on documentation. If necessary, research and prepare document.
• Communicate with the freight forwarders in managing shipment schedules.
• Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.
• Hazardous Goods knowledge preferred.
• Update our client's HQ in Japan regarding shipment status.

Human Resources Assistance

• Support recruiting activities such as organize interviews, and preparation of onboarding.
• Advises management in appropriate resolution of employee relations issues.
• Handles employees inquiries in regards to the Company s policies, procedures; investigates employee complaints.
• Assists and execute human resources policies and procedures.
• Support various matters for HQ employees
• Identifies legal requirement and government reporting regulations and ensures policies, procedures, and reporting are in compliance.