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Sales Assistant (Marketing coordinator)

【Summery】
This position is responsible for providing current and potential customers with information about the Company’s products and services; assisting various activities, such as sales support, customer support, inventory management and quality control as well as assisting management and senior staff as needed.
 

Primary Job Functions 70%
Perform General Administrative Duties
Perform and coordinate variety of administrative functions as appropriate for seamless administrative operations of the Company, including (but not all inclusive ) answering phone and directing calls to the appropriate individuals, arranging schedule, business travel and appointment for guests from Japan head office, making reservation of conference room, purchasing office supplies when necessary, filing and maintaining documents, making copies, distributing mails, greeting guest and serving refreshment, depositing checks to bank, making necessary research, contacting both inside and outside of the Company and communicating/ negotiating with vendors.
Provides Customer Service for domestic and global market
Correspond with current and potential customers regularly via telephone, e-mail, letters, etc.; in order to provide information about products and services, answer questions, and troubleshoot problems; solicit sales of new products and services when appropriate; follow up on all customer calls, visits, and inquiries; providing price quotes to current and prospective customers; resolving complaints, claims and complex service delivery issues in a timely manner; identify customer needs or problems and troubleshoot in a timely manner; monitor and respond to daily correspondence from customers; refer sensitive problems to the appropriate individuals; adjust billing errors as needed; perform any other customer service functions as necessary; attend events as necessary in order to increase the presence of the Company; and continually explore new ways to improve the Company’s image, and perform any other Sales Support or Customer Service functions as necessary.
Coordinate purchasing inventory and control of Raw Materials
Coordinate with material suppliers to ensure an efficient stock level is maintained; coordinate incoming and outgoing material and products, and to manage procurement material from suppliers and converting process, to ensure accurate stock status in order to support delivering products to the customers with maximum customer satisfaction; develop new systems for managing incoming and outgoing orders, delivery logistics, inventory control and process control with the IT Division and outside professionals, and perform any other Purchasing functions as necessary.
Coordinate Logistics
Coordinate the logistical arrangement between the processing companies and customers, including negotiating and confirming the processes; check and confirm prices, quality and quantity, dates and schedule of the product shipments and perform any other Logistics functions as necessary.
Support Accounting Department
Prepare AP and AR document for accounting department. Check with customers for payment schedule for overdue payment. Inform management about collection.
QA, QC Document Preparation
Upon customer's request, prepare necessary documents relating to quality statement, analysist report, certification etc. for communication with inter group offices.

Secondary Job Functions  20%

Assist Management and other Staff
Participating in meetings and reporting issues to Management verbally or in writing. Completes all tasks as assigned by Management or other staff.
Perform contracts/ agreements coordination or administration
Review documents, contracts and agreements associated with the Company’s business and operations (mostly written in English) to ensure that the descriptions contained are in conformance with the Company’s request/ intention and in compliance with applicable internal and external rules and policies in order to avoid potential contractual disputes; Analyze/review all clauses, stipulations, obligations and liabilities to ensure they suit the Company and provide recommendation to Management for modification as necessary; Translation from/to English and Japanese and preparation of brief summary report may be requested; Serve as the point of contact for external and internal parties on contractual matters, ensuring timely review and approval / reconciliation of variations; Coordinate with external legal attorneys to develop, review or modify the contracts/ agreements; Maintain contractual records and documentation such as email correspondences, negotiation history, original and signed contracts/agreements, contact information of involving parties in accordance with the Company’s record keeping process and procedures; Monitor the contracts/ agreements status and initiate actions and follow up for contract close-out, extension or renewal.
Support Junior Staff
Mentor and coach junior staff; check and review work quality performed; train and teach junior staff for
Company processes and procedures; provide junior staff with regular feedback for improvement of work and by sharing feedback regarding junior staff’s performance to Management.

2-3 Common Job Functions
Contribute to the Team Effort
Remain flexible with work assignments, covering for other staff members as needed, and accomplishing related tasks when requested.
Maintain Professional and Technical Knowledge
Attain job-related certifications as needed, keep up with industry trends, and applying that knowledge to the job.
Act on Constructive Feedback
Remain open to feedback from peers, supervisors, and clients, and use that feedback to improve performance.
Improve Processes
Examine work processes, research procedures, and administrative procedures, and by recommend changes where appropriate.
Upholds Work Standards
Maintain professional conduct and appearance, realizing one’s own limitations and seeking assistance when needed, and use established communications channels.

【Working Hours, Working style】

ET　9時～17時

フルリモート

【Working Location】

WFH( NY, NJ, IL, OH, KS, CO, TX, GA, ID, or WI state)

 

60k(Negotiable)

【Holidays】

Weekends, holidays 

【Qualifications】
Physical Requirements
•While performing the duties of this job, regularly required to sit and talk or hear.
•Occasionally required to stand, walk, use hands to pick-up, handle or feel, and reach with hands and arms.

Working Environment
• The noise level in the work environment is usually moderate (i.e. working in a business office with computers, printers, and telephones), or minimal for remote-work assignments.
•May be required to travel for business and work beyond normal business hours when necessary. Examples include, but are not limited to participation in planning, participation, and representing the company at conventions/trade shows and assisting with physical inventories at company warehouses.

 Experience/Minimum Qualifications Needed
Language Skills
•Ability to read, analyze, and interpret general business documents, forms and instructions.
•Ability to write reports, business correspondence, and procedural manuals.
•Ability to effectively respond to questions from management, staff members, clients, and the general public.
•Ability to communicate verbally and in writing on a business level in English and Japanese.
Mathematical Skills
•Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
•Ability to apply concepts of basic algebra and geometry and to draw and interpret bar graphs.
Reasoning Skills
•Ability to apply knowledge and sense of understanding to follow detailed written or oral instructions.
•Ability to deal with problems involving several concrete variables in situations where only limited standardization exists.
•Ability to analyze and follow various documents (contracts, purchase orders, etc.).
Computer Skills
•Ability to use a computer and applications such as Microsoft Windows, Word, Excel, Outlook, and PowerPoint and to design custom reports as necessary.
•Ability to learn proprietary company systems to a high level of proficiency and accuracy.
Other Skills
•Must be tactful, mature, flexible and able to successfully respond to multiple work pressures.
 Education
Bachelor's degree or equivalent from four-year college or university; and up to one year of related experience and/or training; or equivalent combination of education and experience.