GMC Office Coordinator (Marine Container)

May include:

• Processes customer purchase orders, by verifying inventory availability, ship locations, and transportation of product to shipping destinations.

• Arranges shipment with warehouse companies and prepares import/export documents in accordance with established procedures and guidelines.

• Processes invoices and send invoices to customers.

• Handles all data entry of purchase orders for emergency requirements and periodical stock replenishment.

• Conducts monthly reconciliation of inventory with warehouse vendor.

• Communicates with DIL to check on availability, lead time, and substitutions.

• Processes receipt of goods and invoices.

• Communicates with customers to arrange shipments, answer customers' inquiries, and assist in trouble shooting.

• Forwards customers' technical inquiries to DIL's After Sales Service Manager.

• Sends customers' monthly statement and following up their payment.

• Greets visitors and clients, determine their needs, and direct them to the appropriate person.

• Answers telephones and directs calls to the appropriate party or to voice mail.

• Receives, sorts, and forwards incoming mail.

• Coordinates pick-up and delivery of express mail services (FedEx, UPS, etc.).

• Orders, receives, stocks, and distributes office, training, kitchen and break room supplies.

• Assists Training department with printing documents prepared by training, arranging training meals, and sending request report.

• Keeps record and file all of Irvine's facility, office, and training related invoices.

• Serves as primary liaison to all site related vendor/suppliers for needed service or modifications.

• Interfaces with Corporate Functional Groups to support regional activities.

• Drafts official letters and notices to customers.

• Contributes to short and long-term organizational planning and operations improvements.

• Performs other related job duties as assigned.

Nature & Scope

• Works within well-defined instructions

• Uses established procedures and works under supervision to perform assigned tasks

• Work is closely supervised

Knowledge & Skills

• Proficiency in Microsoft Suite Applications (Word, Excel, and PowerPoint); advanced level MS Excel skills (ability to import/export data, develop pivot tables and charts), as well as, internet software and e-mail

• Ability to provide superior customer services

• Ability to analyze origin of problems and provide solutions

• Ability to plan schedules and deadlines, and take actions with following the schedules

• Ability to interact effectively with management, staff and customers

• Ability to write reports, business correspondence and procedure manuals

• Ability to read, analyze and interpret technical business periodicals, professional journals and technical procedures

• Excellent written/verbal communication and presentation skills

• Strong organizational skills with the ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests

• Foresight to anticipate and solve practical problems and resolve issue

Experience:

• Office support and/or customer service experience preferred

Education/Certification:

• Associates degree preferred, High School diploma or equivalent required

Physical Requirements / Work Environment:

• Required regularly to sit, talk, and listen.

• Required to stand, walk, use hands to pick up, handle or feel and reach with arms.

• Ability to read and analyze written information on a computer terminal. Close vision and the ability to adjust focus are necessary.

• Must be able to travel on business or work beyond normal work hours as necessary.

• Must be able to lift boxes and/or equipment of up to 25 pounds.

• Working Conditions -noise level in the work environment is usually moderate to low.

Qualified Applicants must be legally authorized for employment in the United States. Qualified applicants will not require employer sponsored work authorization now or in the future for employment in the United States.

Pay Range: 16.25/20.30/24.35

The Company provides equal employment opportunity to all employees and applicants regardless of a person's race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.