• Scottsdale AND Chandler/Ocotillo, AZ, Arizona
• Machinery
• 55-65K
• Full Time regular employee
•  35 hrs per week

Job Description

【Position】
   Office Administrator

【Summary】
   This position is responsible for coordinating and managing a variety of office administration functions including HR support, day-to-day office management and reception, shipping/receiving, purchasing, and sales and service support for various locations of our company.

【Essential Duties】
  Office Administration
    • Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc.
    • Take minutes for meetings and hearings.
    • Ensure operations of office equipment by completing maintenance and calling of repairs
    • Organize and compile company records and documentation
    • Schedule meetings, organize calendars, and record meeting minutes
    • Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping tape, etc. Receive and distribute packages accordingly.
    • Support travel arrangements (domestics and international) including hotel, flights, rental car, etc.
    • Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures.
    • Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases, etc.
    • Prepares and files statements and reports for government and insurance agencies as required.
    • Identifies administrative needs and develops appropriate solutions or recommendations.
    • Coordinates activities of various departments or employees within the Company.
    • Interprets and applies laws, rules, and regulations applicable to the organization.
    • Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary
    • Answer general inquiries from customers, vendors, or other colleagues
    • Handle sensitive information in a confidential manner
    • Assist Field Service Engineers for scheduling meetings and reporting.
    • Perform other related duties and responsibilities, as assigned Inventory, Parts and Asset Management
    • Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.
    • Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company.
    • Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier.
    • Adapt and use internal and customer portal sites for purchase orders and reporting.
    • Prepares requisitions, purchase orders and other forms as directed.
    • Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters.
    • Interfaces with the sales and service team to coordinate purchasing management and  proper inventory management.
    • Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department.
    • Communicates in a professional manner with supplier(s)
    • Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner
    • Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers
    • Coordinate and keep records for registering and disposing assets, inventory, parts.
    • Assists and performs other projects as assigned by management.

  Export/Import and Shipping/Receiving
    • Collect import, export, shipping documentation, review, and processing.
    • With knowledge of export and import regulations, prepare shipping document. (Export, Import and domestic shipment)
    • Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.
    • Awareness of import & export regulations of documentation, packaging, and labeling requirements for each country, and prepare such.
    • Involve with the physical shipment handling. Able to handle 100+ lbs shipment with use of hand tools, such as dolly.
    • Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes, cushions, and shipping tapes, etc.
    • Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or problems.
    • Communicate with custom brokers on documentation. If necessary, research and prepare document.
    • Communicate with the freight forwarders in managing shipment schedules.
    • Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.
    • Hazardous Goods knowledge preferred.
    • Update Lasertec HQ in Japan regarding shipment status.

  Human Resources Assistance
    • Support recruiting activities such as organize interviews, and preparation of onboarding.
    • Advises management in appropriate resolution of employee relations issues.
    • Handles employees’ inquiries in regards to the Company’s policies, procedures; investigates employee complaints.
    • Assists and execute human resources policies and procedures.
    • Support various matters for HQ employees
    • Identifies legal requirement and government reporting regulations and ensures policies, procedures, and reporting are in compliance.

【Working Hours, Working style】
   35 hrs per week
   5 days / week in office

 【Working Location】
    Scottsdale AND Chandler/Ocotillo, AZ

【Salary, Benefit】
   $55-65K
   Medical, Dental, Vision, Life Insurance, 401K, Paid Vacation, Paid Sick/Family Leave, Sabbatical, Commuting Allowance, Tuition Reimbursement for Self-Improvement, Amazon&Internet Reimbursement

【Holidays】

【Qualifications】

1. • Preferred experience in logistics and inventory management
   • Arrange shipments with appropriate documentation and receive packages
   • Maintain inventory, parts, and assets for the office
   • Manage general office(s) operations: mail, break room supplies, lunch orders, etc.
   • Ability to commute between Scottsdale and Chandler/Ocotillo, AZ to support 2 office locations
   • Japanese/English bilingual preferred

   

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