Now Hiring - VMI, LLC - Administrative Sales Coordinator in Plymouth, MN

Full description of the position

Summary

Responsible for the daily organization and preparation of documentation as it relates to shipping activities. This includes the distribution and filing of all shipping documentation, releasing, and processing of sales orders, coordination and scheduling of freight lines, preparation of freight bills, and export documentation. The ASC also provides administrative support primarily to the Vice President with as needed administrative support to the President, Sales Team and other VMI staff by performing various office tasks, and functions to ensure office operations run smoothly.

Responsibilities

• Prepare and distribute shipping documents for outgoing customer orders. Including packing slips, pallet tags, bills of lading, case labels, invoices, Canadian Commercial invoices and USMCA documents.
• Obtain shipped BOLs from warehouse, mark as shipped in NetSuite and prepare invoices.
• Obtain freight quotes and schedule shipments for pickup
• Distribute the completed billing packet to the Sales Reps.
• Send invoices to Customers
• Enter new customer orders into NetSuite. Split up orders which are being shipped to multiple locations or have multiple POs.
• Compile and complete required vendor set-up and order routing and communication via customer portals, ASNs and email promptly. Ensure vendor guides are up-to-date and maintained in NetSuite.
• Review customer purchase orders against sales orders to ensure accuracy. Report any discrepancies to resolve issues. Update and release of orders as directed.
• Investigate customer complaints and resolve issues in a timely manner.
• Maintain current customer information in NetSuite including but not limited to; shipping and billing addresses, payment and freight terms, salesperson(s), picking and shipping instructions and customer contact information.
• Ensure all case labels are made according to customer requirements and attached to pick tickets before they go to the warehouse.
• Coordinate trade show presentations and customer visits including but not limited to show calendars, appointment schedules, supplies, required order forms, reports, meals, hotel/car/airline reservations and shipment of samples to the trade show or customer sites.
• Provide input and recommendations for streamlining processes and procedures to existing applications and systems to increase efficiency of the position.
• Miscellaneous office duties: mail, filing, answer phones and greeting and directing of visitors or additional special projects.
• Prepare and maintain procedure and application process documentation for various duties and responsibilities.

Competencies

• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Communication - Ability to communicate in writing clearly and concisely.
• Ability to accept constructive criticism and willingness to accept change and improve where needed.
• Attention to detail and accuracy.
• Prioritizing, ability to understand which tasks will take priority.
• Planning and organizing.
• Information gathering and information monitoring.
• Flexibility and ability to shift through multiple tasks and adjust to ever-changing demands.

Minimum Qualifications

• High School Diploma
• 3+ years of experience in an administrative role
• Intermediate MS Excel, Outlook, Word

Preferred Qualifications

• Associate or Bachelor Degree
• Experience coordinating international shipping
• NetSuite by Oracle
• 1+ years of experience researching Harmonized Tariff Codes
• Prompt Engineering Experience with LLMs

Job Type: Full-time

Pay: $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Opportunities for advancement
• Paid time off
• Paid training

Compensation package:

• Hourly pay

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Plymouth, MN 55446 (Required)

Work Location: In person