Administrative Coordinator
Company: Anton Paar QuantaTec Inc
Location: Boynton Beach
Posted on: March 17, 2023
Job Description:
Are you an energetic individual with a passion for supporting
management to help a business run smoothly? Do you have a customer
first mindset and thrive on helping customers processes their sales
orders to ensure they receive the latest innovative products on
time? Are you someone who likes greeting guests one minute and then
supporting the leadership team the next? If you're answering YES,
YES, YES, then please apply to our Administrative Coordinator
position!A Snap Shot of What You'll Do:The Administrative
Coordinator is responsible for ensuring the efficient and smooth
day-to-day operations of the front office; processing customer
sales orders and vendor invoices into SAP workflow, and supporting
order processing department with administrative tasks in a timely,
efficient and professional manner. The Impact You'll MakeThe
Administrative Coordinator has excellent organizational skills,
pays close attention to detail and manages time and tasks
efficiently. The Front Office Coordinator's Job duties
include:Front Office Responsibilities
- Greeting and welcoming guests, visitors, vendors and trainees;
ensuring they sign in and out, alerting the appropriate person
regarding their visitors' arrival, and providing visitor badges, as
required
- Answering and directing calls and / or voicemails to the
intended person or department
- Monitoring several email inboxes multiple times per day and
ensuring timely processing, well as forwarding leads and other
general inquires to the appropriate person or department.
- Arranging food services and beverages for all corporate
meetings, special events, celebrations and as required
- Maintaining kitchen and coffee for staff New Sales Order Entry
- Scanning sales and production orders on a daily basis into a
documentation management system
- Processes sales orders in SAP workflow to the production team
for technical checks
- Reviewing customer purchase orders for completeness and
following up with customers for any missing documentation, or
clarifications
- Creating Customer Accounts in local SAP, as required
- Maintaining customers profiles to track exceptions to how their
orders are to be shipped and communicate with other internal
departments on changes to shipping requirements
- Updating and maintaining comments on customer orders in the
header text in SAP so that other department can keep current on
status of payments and receipt if required documentation in order
to ship goods
- Uploading order related documents into SAP - SLI's, LC'S, Flow
Charts, Background information sheet, special discount
approval
- Communicating with Customers regarding delivery delays and
processing revised order confirmations, if required
- Coordinate with Production Planners to track and consolidate
date change requests, and change delivery dates when
instructed
- Enter parts sales orders and customer confirmations
- Create invoices for parts
- Forward airway bills to customers as required Skills and
QualificationsThe Administrative Coordinator will possess technical
skills, interpersonal skills and industry knowledge to perform
their role, including:
- Accountability: Takes responsibility for all work activities
and personal actions, follows through on commitments, and
acknowledges and learns from mistakes
- Collaboration: Works well with others on internal and external
teams by using effective interpersonal skills
- Communication: Provides clear instructions, clearly explains
policies and processes, and is available to answer any questions
that may arise
- Problem Solving: Ability to efficiently identify and resolve
issues and ask for assistance when appropriate
- Quality of Work: Works to the highest of quality standards by
anticipating problems, checking their work, and pays close
attention to detail
- Self-Starter: Uses trusted and efficient work methods to
balance multiple assignments in a fast-paced environment
- Time Management: Ability to deliver on time with optimal use of
resources, achieve desired results within given time frames and
decide between conflicting priorities. Education and ExperienceThe
Administrative Coordinator typically requires a combination of
experience and skills. The role requires:
- A minimum of 2 years proven experience in an Administrative
role
- Proficiency in MS Office (Word, PowerPoint, Outlook, &
Excel)
- Working knowledge of office equipment, like printers, scanners
and fax machines
- Excellent time management skills and the ability to prioritize
work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to
multi-task
- Ability to build and maintain positive relationships with
colleagues, vendors and customers
- Positive demeanor with a proactive work stylePreferred skills
include:
- Associates or Bachelor's Degree
- Experience in bookkeeping
- Experience with SAP or another ERP system Supervision Exercised
This role is an independent contributor who is a member of multiple
teams and does not have supervisory responsibilities. Physical
Requirements & Working ConditionsWhile performing the duties of
this position, the employee is regularly required to sit, stand,
walk, observe, communicate and handle items such as computers,
machinery and other equipment. The employee must occasionally lift
and/or move up to 20 pounds. In regards to organizational issues,
the employee will comply with the regulations set forward in the
Anton Paar Employee Handbook, except if otherwise stated. Anton
Paar QuantaTec Inc. is an Equal Opportunity Employer. Employment
opportunities at Anton Paar QuantaTec Inc. are based upon one's
qualifications and capabilities to perform the essential functions
of a particular job. All employment opportunities are provided
without regard to: age, race, color, religion, sex, pregnancy,
childbirth or related medical condition, sexual orientation, gender
identity, national origin, genetic information, sickle cell trait,
marital status, disability, veteran status or any other
characteristic protected by law. PI207781459
Keywords: Anton Paar QuantaTec Inc, Boynton Beach , Administrative Coordinator, Administration, Clerical , Boynton Beach, Florida
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