Inside Sales / Sales Coordinator (Assistant) at Japanese Trading

Job Description

Position Summary

Interface with customers, suppliers, transportation companies, importers, customs agents, etc., for the purposes of performing billing, collections, documentation, distributing, inventory control, A/P and A/R procedures, and other support tasks related to the international business of selling (as applicable) steel, steel products, aluminum coils, titanium, rolls, machinery produced, foodstuffs by Nippon Steel Corporation, its affiliates, and other manufacturers. Work in close collaboration with Sales Representatives and Managers to support every aspect of sales activity.

Essential Functions and Responsibilities

A. Internal Duties & Responsibilities (as applicable)

1.Processing

Sales Order, Purchase Order and Order Profile: Create, record, system entry, review

Finalize deliveries: Arrange, track, and record as applicable

Register new vendors in Kintone, as applicable.

Help enter information pulled from GP for Credit Applications

Issue invoices based on terms for each business

Maintain and track Inventory

Enter data related to Buying (importing, domestic), Selling (domestically, exports), transporting, coil tracking and other related data for our business in both GP and/or Excel

Manage and report on data statistics for import and domestic by ports/countries as required for each business and/or Manager.

Check documents for accuracy and communicate with customers, vendors and suppliers as needed/requested

Monitor AR status for each account and report issues to Sales Representatives and customers to mitigate overdue situations

Assist in creating forecast numbers

Assist Sales Representative and/or GM to book tickets, reserve restaurants or any other requested accommodations for business trips

Report to Sales Representative and/or GM on news updates and/or changes pertaining to that business

Learn and use new EDI systems as requested and required for that business

Collaborate with Accounting and other NSTA personnel when there are questions regarding GP

Create sales related documents such as Invoice, Packing List, Sales Confirmation, PO, and other necessary documents

Prepare Month End Department reports and send internal report to applicable parties

Process invoices from Vendors and related companies and forward to Accounting for payment

Create / Process - Credit/Debit Memos and Write Offs, as necessary

Once finalized by all necessary parties (e.g., Customers, Sales Managers, Vendors), handle documentation for claims and perform required claims processing with vendors and process debit / credit memos as needed.

Verify deductions / debits from customers for claims and interface with Accounting

Generate Reports from GP and Excel, as required

Adhere to all Company policies and business flows

Troubleshoot and resolve issues which may arise

2. Communication / Interface

Work with other Sales Coordinators / Sales Representatives / Managers to support every aspect of sales activities

Month End Closing: Input all sales, purchase, expenses, claims and accruals, when needed in GP & send to General Manager for approval and send report to Accounting Department

o For roll business - must also report to NST

o Controlling Chicago Marine Insurance between Sales Coordinators

Monitor credit limits and terms with all customers and take appropriate actions when necessary

Follow up with Accounting requests for internal/external audit and with Sales Representatives and GM on self-audit matters

Communicate with headquarters, accounting, personnel, IT, etc., as necessary, both internally and externally

B. External Duties and Responsibilities (as applicable)

Coordinate all aspects of import documentation and clearance, and shipping to destination to be cleared with import agent

Communicate with custom broker and instruct on import shipment details, along with providing instructions on moving shipments inland

Follow up with suppliers and customers to obtain/release import/export documents

Provide delivery instructions to port authority, warehouses, brokers, and trucking companies

Follow up with customer's accounting divisions for payments of past due invoices regarding their payment status and checking transportation for shipments.

Reconcile inventory in warehouses, to assure its accuracy and that it matches NSTA internal data. If a discrepancy is found, the reason must be researched, and corrective action taken

Work on special assignments/projects as requested

Secondary Administrative Responsibilities

Operate office equipment such as calculators, scanner, printer and duplicating machines, and other common equipment in offices

Open and route incoming mail, answers correspondences, prepares outgoing mail, and answers the telephone in a professional and courteous manner

Perform other job-related duties as assigned

Qualifications

Associate's degree or equivalent (Bachelor's degree preferred)

Office/Admin work experience preferred

Trading Admin or Trading related work experience preferred

Inventory management experience is a plus

Fluent / Business level in English

Japanese skill is not required but helpful

Excellent communication skills (written and verbal)

Logistics experience is a plus (import/export)

Proficient in Microsoft Office, especially in Word and Excel

ERP system experience is a plus (We are using GP)

Travel: 0-10% (possibly once a year)

Legally authorized to work in the United States