Office Administrator Order Processing & Invoicing

Job Description

Job Description

POSTION DETAILS & COMPANY PERKS
Relaxed Work Environment for Small Company

• Part Time 30 hours a week
• Set schedule 12pm – 6pm Monday- Friday
• Never work weekends or main holidays

Salary & Benefits

• $17- $20 an hour
• End of year bonus (if possible)

JOB DESCRIPTION Energic upbeat, positive person with a great personality because they will be communicating with our customers

Customer Service

• Answer the incoming telephone calls
• Respond to customer support emails
• Review & Enter RFQs into our software
• Prepare quote request for Sales Department
• Friendly calls to customers for Invoice payments & Order updates
• Firm calls to customers for collections
• RMA processing

Order Processing

• Receive PO (confirm data matches Quote)
• Print Pick Ticket
• Work with other departments to ensure order accuracy
• Contact customers as needed if PO requirements are not met
• Create Shipping Label & Setup Carrier Pickup
• Release Invoices for shipping after Payment Terms met
• Enter Yellow Copies

QuickBooks Online

• Create Invoice
• Collections on all overdue payments
• Record Payments
• Bank Deposits
• Open Mail, Write Checks, & Pay Bills
• Record RMA Refunds & Credits

General Office duties or tasks need by management (as needed)

• Start sales robots & watch for errors

Non-Critical Work

• Important work that needs to be done, but sometimes we don’t have enough time to do it. This non-time sensitive work should be done regularly, but not every day.

1. Monthly Consignment Reports
2. Follow-up on open tasks or uncompleted work
3. Review / Update ISO work instructions & procedures
4. Organizing & cleaning your workspace and office space
5. Company Inspections & ISO audits. 
6. Office Supplies & Tool Maintenance List
7. Report broken or missing office equipment
8. Opportunity for improvement to add or change a policy
9. Ask if someone else might need help with something
10. Opportunity for Improvement by asking management about a new responsibility that you feel you can handle and be good at

JOB REQUIREMENTS & SKILLS NEEDED
COMPUTER SKILLS

• Computer proficiency - We use Windows software with Microsoft Office 
• Knowledge of QuickBooks Online -  Primary responsibly

  RELIABILITY

• Attendance -  Since we are a small company, we count on our employees and expect them to be early or on-time every day.
• Cross Training Employees are required to be cross trained in other company positions and fill-in as needed when other employees are out of the office or possibly needing extra help for some reason. As a company team member anything could become your job if needed.

PERSONALITY & COMMUNICATION

•   Energetic Positive Energy -  We have pretty laid-back atmosphere without much direct supervision, but on busy days the whole team moves quicky and expects everyone to have the spunk to keep up.
• Time management abilities -  Should have the ability to get the job done on busy days and self-motivate yourself on what needs to be done slow days.
• Problem-solving skills -  Sometimes there is detective work to figure out problems or the steps that are needed.
• Strong organizational and communication skills -  If you need something, you need to be to have good communication skills to tell management when you are stuck, need a hand, or you made a mistake. And follow-up because sometimes management forgets and needs a reminder.
• Attention to detail -  Mistakes often cause more time delays than slowing down and double checking your work

ABOUT US PC Components is a small company, but we are also one of the largest Independent Stocking Distributors of Electronic Components in the world. We are a stable small company that has been in business since 1984. We are in Seaside Park, NJ, and lucky enough to be a two-minute walk to the beach and boardwalk. Our business consists of internet sales only therefore we do not have customers come to our building.

We sell various electronic components such as resistors, capacitors, diodes, connectors, and IC through phone and Internet sales therefore, we do not have customers come to our building. You DO NOT need to know about electronic components as our sales department talks to the customer about technical information. Of course, if you have electronic experience that could be helpful so make sure you tell us about it.