Administrative Assistant

Date: 08.12.2019

Professional Category: Administration

About Iris Trade

Title: Administrative Assistant

Salary: Competitive Salary, commensurate with experience

Work Hours: 9:00am – 5:00pm (30 minute lunch)

Location: Forest Hills, NY

Education: Bachelor’s degree and 1 year of related experience or
Associate’s degree and 1 year of related experience.

Job title

Administrative Assistant

Job location

Forest Hills, NY

Job description

Working under the supervision of the Managing Director, the Administrative Assistant performs a wide range of administratvie and support activities for IRIS TRADE Inc and its division for Cosmetics, Nutraceuticals and Phamaceuticals: IRIS NATURALS INTERNATIONAL.

Responsibilities of position

Administrative Responsibilities:

• Open the door and welcome visitors into the Company;
• Receive mail and packages from various Courier Services and distribute them accordingly;
• Answer the telephone and transfer calls appropriately and take messages when person is not available. Relate message to the person in writing;
• Receive and file incoming letters and documents;
• Maintain documentation, files and files cabinets organized;
• Ensure office supplies are available and purchase office supplies with approved vendor(s) on a monthly basis unless otherwise requested by Managing Director;
• Maintain client computer contact list to be used for following documents on as needed basis: Company’s Newsletter and Christmas Letter;

Purchasing Responsibilities:

• Receive quote requests from Clients;
• Source Manufacturers/Suppliers/Distributors for quote requests and send requests for Quotation (RFQ) to them;
• Follow up with Manufacturers/Suppliers/Distributors when responses are not returned;
• Update Manufacturers/Suppliers/Distributors contact information files;
• Prepare quote responses and present them to Managing Director for approval;
• Prepare and send Clients shipment status report to freight forwarders via email on a monthly basis.

Accounting Responsibilities:

• Check invoices against Purchase Orders to match descriptions and amounts;
• Check bank wire transfer payments received (in wire transfer) against Purchase Orders;
• Prepare accounting and travel reports;
• Verify wire transfer made (out wire transfer) for payments to suppliers/distributors/manufacturers. Inform Managing Director of any errors or discrepancies;
• After wire transfer payments are made, file them accordingly;
• Verify company’s credit card statements to match against company’s purchases and expenses on a montly basis. Report discrepancies to Managing Director for resolution and make copies to be filed;
• Maintain and update “Order Payments Status” report for Managing Director weekly.

General Guidelines:

• Follow Company’s guidelines to maintain a safe and proper work environment.
• Able to work independently and work cooperatively in a team setting.

Inquire about position

Luciana Paschoal

Marketing Specialist

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