Administrative Assistant

Japanese trading company is seeking an Administrative Assistant to support its Aerospace Business Team in Schaumburg, IL. Japanese language skills are a plus, but not required.

Department:
Aerospace Business Team

Status:
Non-Exempt, Full time (Temp Staff)

Salary: $20~$23/hour plus overtime

Working Hours:

35 hours /WEEK / 9am to 5pm from Mon to Fri (1 hour unpaid lunch) with overtime

Location:

Hybrid – Schaumburg, IL (Office for 5 days from Mon to Fri for first 3 months, then Hybrid)

Reporting to the Manager, Administrative Assistant will be responsible for arranging export/import shipments for aircraft parts to Japan, inputting sales orders and client information into our personalized company system, placing orders to vendors and following up with clients on past due orders while working closely with the compliance and accounting departments.

• Understand the products and answer client questions pertaining to cost, shipping, and the delivery process.
• Navigate and utilize company software FESTA for all client orders.
• Work closely with the compliance department to arrange shipments, the accounting department regarding collection of past due or improper invoices and with the sales department regarding product specifications.

• Create vouchers for Accounts Receivable and Accounts Payable in company system.
• Create shipping documents and inputting data into company system for the shipments to customers in a timely manner.
• Make entry for incoming and outgoing shipments information into our company system.
• Manage Accounts Payable by processing payment requests to vendors.
• Create purchase orders to vendors and arrange import customs clearance.
• Maintain trusting relationships with suppliers, customers and colleagues.
• Optimize the customer experience through personalized service.
• Work closely with freight forwarders for daily export/import shipments.
• Manage Inventory counts of warehouse based on receiving and delivery process.
• Respond to queries from customers and suppliers effectively & efficiently via emails and phone calls.

• Review and enter data
• Attention to detail
• Excellent communication skills
• Excellent verbal and written skills
• Cross-reference data accurately
• Excellent organizational skills
• Works well independently and with a team

• Excellent English verbal and written communication skills
• Learn and utilize company system daily
• Basic knowledge and experience of Microsoft Word, Excel, Word and Outlook

• High School Diploma

• Bachelor’s Degree
• Advanced Excel skills
• Build and maintain relationships
• Knowledge of importing and exporting terminology
• Bilingual (English/Japanese)