Administrative and Operations Assistant

Job Summary We are seeking a highly organized and detail-oriented Administrative and Operations Assistant to support our office functions and daily operations. The ideal candidate will have strong office management skills, proficiency in various software tools, and excellent customer service abilities. This role is vital in ensuring smooth administrative workflows, effective communication, and efficient office management to support our team’s success. Responsibilities 1. Answer all incoming calls with a smile and disburse the calls to the appropriate person or sector in the building 2. To coordinate the travel itinerary for the president and vice president of the company, including but not limited to, booking flights, getting boarding passes, booking rooms and housing within budget when staff is traveling to shows. Booking automobiles for trade shows. 3. Being a liaison between alibaba and following up on payments to alibaba ,keeping track of credit card payments to alibaba and paying the appropriate card right away. Keeping the alibaba pay sheet up to date and keeping the p.o.s up to date moving from p.o. Proofs to p.o.s and following the tracking* of the shipment. 4. To enter new products into our database and to send all purchase order quotes and follow up with the supplier daily to make sure the orders are being fulfilled and shipped in a timely manner. 5. To get all expenses from credit cards and to pay each one in a timely manner as instructed from the president of the company. To log the credit card charges from trade shows and check the chargers and expenses on excel spreadsheets 6. To price out deals that come in on excel spreadsheets and change the cost and blast out deals to our customers. 7. To blast our flyers made by our graphic arts team to our wholesale customers on a weekly basis and make sure their emails are updated. 8. To enter product specs into customers portals when they place purchase orders with us. 9. To check orders and backorders log and make sure staff has written backorders up. 10. To be a liaison on orders from sales reps hired by us. To update them electronically on all price changes and keep them supplied with catalogues and monthly deals. check the sales reps orders to make sure they are priced correctly and in stock. To keep reps up on inventory. 11. To make excell spreadsheets for sales reps and update them when Needed. To make spreadsheets for container orders from China . 12. To update sell prices before product is entered and enter them into received in inventory making sure we have correct retail prices wholesale prices case prices case quantity. 13. Support bookkeeping tasks using QuickBooks and handle basic office accounting procedures 14. Coordinate office supplies procurement and inventory management 15. Assist with special projects related to administrative operations as needed Requirements Proven experience in office administration, clerical work, or related roles with strong organizational skills Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and basic computer literacy Experience with QuickBooks or similar bookkeeping software is preferred Excellent communication skills with professional phone etiquette Strong organizational skills with the ability to multitask efficiently and prioritize workload effectively Experience in customer service or customer support roles preferred Ability to handle sensitive information discreetly and maintain confidentiality Previous experience as a receptionist or personal assistant is advantageous Knowledge of calendar management and time management best practices Office experience including data entry, filing, proofreading, and general administrative duties This role offers an opportunity to be an integral part of our team by supporting daily operations through effective administrative practices. The successful candidate will demonstrate professionalism, efficiency, and a proactive approach to office management. J…

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