Business Operations

A-STAFFING, INC.; New York (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

A-STAFFING, INC. is seeking an organized administrative coordinator with strong Excel and communication skills to manage quotations, orders, and vendor relations in our New York office.

The role requires precise data handling, coordination with engineers, sales, carriers, and suppliers, and timely delivery coordination. Proficiency in English and Japanese and team collaboration are essential for success.

Qualifications

• Excel proficiency with formulas and data handling.
• Strong mathematical skills and high attention to detail.
• Professional customer service skills.
• Strong verbal and written English and Japanese communication.
• Organizational and time-management abilities with deadlines.
• Ability to work collaboratively in a team-oriented environment.

Responsibilities

• Prepare accurate quotations and cost summaries coordinating with engineers, sales reps, carriers, suppliers, subcontractors, and others in sales orders.
• Draft and prepare Master Service Agreements, distribute to customers and relevant parties, and maintain records.
• Review order documentation to ensure information and supporting documents are complete.
• Place orders and verify delivery dates; create invoice data for started/completed services.
• Enter sales orders into internal databases and update account/customer records.
• Prepare purchase request forms from approved cost summaries and control on-time delivery.
• Place purchase orders for licenses, software, and other products; coordinate shipment and delivery.
• Communicate with carriers and data center providers to obtain quotes and complete placements on time.
• Monitor order status through close communication with stakeholders and update progress.
• Share status of orders and service activation with customers and internal teams.
• Enter and update sales order information and modify invoice forms as required.
• Compile monthly sales reports and maintain up-to-date records.
• Manage incoming/outgoing mail, packages, and deliveries.
• Request and issue COIs for requirements.
• Coordinate product fulfillment and handle vendor invoices related to purchases.
• Update asset information in asset management systems and maintain accurate records.
• Provide backup support for team members and take on additional duties as needed.

Skills

Excel

Mathematics

Customer service

English/Japanese

Organizational skills

Team collaboration

Job description

Essential Job Duties

• Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
• Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company's internal filing system.
• Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
• Place orders and check the delivery date for items that need to be purchased. Create invoice data for orders where the service has started or the delivery is complete.
• Enter sales order into internal order system (Account Database and Customer Database). Update and maintain Account Database and Customer Database.
• Prepare purchase request forms based on approved cost summary sheets. Control orders of items with on-time delivery. Coordinate shipping of products and control on-time delivery of products at site.
• Place purchase orders for licenses, software solutions, and other products from vendors, and coordinate the shipment and delivery of material products to ensure timely fulfillment; Place orders to service providers, suppliers, and subcontractors.
• Communicate with carrier and equipment vendors and data center providers to obtain necessary quotes to place orders and coordinate to complete placement to attain on time.
• Monitor and track the status and progress of orders by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
• Update and share status of on-going order information and service activation with customers, vendors, engineers, sales department, and other internal staff members regularly.
• Enter sales order information and invoice data into the company's internal systems such as account database and modify invoice forms as required.
• Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
• Manage incoming and outgoing mail, packages, and deliveries.
• Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
• Coordinate product fulfillment to ensure purchased products are received in a timely manner, process product return requests and review and handle vendor invoices related to product purchases.
• Enter and update asset information in the company's asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
• Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.

Required Skill and Abilities

• Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
• Strong mathematical skill with a high level of attention to detail.
• Professional customer service skills.
• Strong verbal and written communication skills in English and Japanese.
• Organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Ability to work collaboratively in a team-oriented environment.

Preferred Qualifications

Previous experience in office administration, order and purchase coordinator, data entry specialist or a related administrative role is preferred.