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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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