Office Administration (Port Coquitlam)

Office Administration Assistant

Job Responsibilities:

1. Manage inventory systems and ensure accurate tracking of all incoming and outgoing warehouse products.
2. Oversee the processing and shipping of orders from start to finish.
3. Coordinate with shipping carriers to ensure timely delivery/ Pick up of products.
4. Maintain accurate records of all warehouse activities and generate regular reports.
5. Collaborate with other departments, such as billing and customer service, to ensure efficient operations.
6. Collate, prepare, and issue information related to customer accounts, including invoices, bills, inventory records, account reports, and any other relevant financial statements, using computerized or manual systems.
7. Bill & Adjust customer payments in the accounts receivable system to ensure accounts are credited correctly.
8. Reconcile sales order records with shipping documents to ensure clients are billed correctly for purchased and transferred items.
9. Follow up through emails or phone calls with delinquent customers on overdue bills and agree on payment schedules where necessary.
10. Operate database software and electronic billing systems to review financial data, correct discrepancies, and reconcile accounts appropriately.
11. Prepare, print, and mail invoices to customers while applying special rates or discounts to specific bills.

Job Requirements:

1. Proficiency in Microsoft Office.
2. Familiarity with inventory management systems.
3. Strong analytical and problem-solving skills.
4. Excellent communication and organizational skills.
5. Ability to prioritize tasks and meet deadlines in a fast-paced environment.