Office Administrator

$39,520 - $43,680/Yr

CV Optics Usa - Newark, DE

Full-time

Newark, DE

Health and Personal Care Retailers

About the position

Open to a new challenge? Our fast-growing 4-year young US business is seeking a dynamic, motivated, and knowledgeable Office Administrator for our ophthalmic lens wholesale business. In this role, you will assist the Operations Manager and Supervisor with various tasks including customer communications, processing orders, shipping and invoicing, and managing requests from sales representatives. You will be responsible for opening new accounts, handling banking tasks, ensuring correct documentation, and accurately updating inventory. Your ability to listen and understand customer needs will be crucial in solving issues in a timely manner and providing suggestions for improvement. As an Office Administrator, you will be expected to answer phone calls immediately and return email inquiries within the same day. You will manage difficult customer situations and process customer returns, raising credits as required. Additionally, you will collect checks and deposit them into the bank, open mail and process it appropriately, and share relevant information with the sales team to ensure excellent service. You will also facilitate the return of any defective products according to company policy and handle all administrative documents, sending copies to our external accounting office. Your role will involve calling customers to obtain payments when necessary and preparing export shipping documents with freight forwarders. A customer-oriented mindset is essential, as you will support sales and the Sales Director with various reports and operational queries. You will also assist the Operations Manager as needed and arrange for the shipping documentation of customer parcels at the end of the day as directed. Maintaining a clean, neat work area free of safety hazards is a priority, and you will be responsible for reporting any potential safety violations or hazards to management.

Responsibilities

• Assist the Operations Manager and Supervisor with customer communications (email and verbal).
• Process orders, shipping, and invoicing orders.
• Assist with requests from sales representatives and open new accounts.
• Handle banking tasks and ensure correct documentation and accurate inventory updates.
• Listen to and understand customer needs, solving issues in a timely manner.
• Answer phone calls immediately and return email inquiries within the same day.
• Manage difficult customer situations and process customer returns, raising credits as required.
• Collect checks and deposit them into the bank.
• Open mail and process it appropriately.
• Share information with the sales team to perform excellent service.
• Facilitate the return of defective products according to company policy.
• Deal with all administrative documents and send copies to the external accounting office.
• Call customers to obtain payments where necessary.
• Prepare export shipping documents with freight forwarders.
• Support sales and the Sales Director with various reports and operational queries.
• Arrange for shipping documentation of customer parcels at the end of the day as directed by the Operations Manager.
• Ensure work area is clean, neat, and free of safety hazards.
• Report any potential safety violations or hazards to management.

Requirements

• 3 years of experience with Microsoft Office (Preferred).
• 3 years of administrative experience (Preferred).
• Ability to commute to Newark, DE 19702 (Preferred).
• Ability to relocate to Newark, DE 19702 before starting work (Required).

Benefits

• Paid time off