Office Assistant 办公室助理
JOB RESPONSIBILITIES/PROFILE
POSITION: Office Assistant
COMPANY:Our partner, a well-known mechnical machines and tools company from USA.
Office: Shanghai, 杨浦区，近国顺东路 翔殷支路
MANAGER: Office Manager
SUPERVISOR: Senior Vice President
JOB PROFILE
The office assistant in our Shanghai office plays a critical role in the planning and movement of our products across the ocean to our facilities in the US. The office assistant will work with suppliers to ensure that quality control inspections are scheduled and conducted on time to meet the required cargo-ready dates. This person will also facilitate the consolidation and bookings of ocean cargo of all purchase orders.
The office assistant will support and work with the office manager to carry out all the responsibilities of China operations. This position requires constant contact with suppliers, our Taiwan, and corporate offices to ensure efficient production, quality control, and supply chain functions.
Overall, the office assistant is critical in ensuring the efficient and compliant movement of our products from Asia to the USA. They require strong initiative, excellent communication skills, and the ability to handle complex tasks with accuracy.
The approximate breakdown for this position is as follows:
• 70% Sitting and working on a computer.
• 20% Talking on the phone.
• 10% Bending, Lifting, and Twisting.
RESPONSIBILITIES
ESSENTIAL FUNCTIONS
• Support the Office Manager by reporting any problems or issues amongst vendors and/or inspectors.
• Work to resolve time sensitive issues and provide timely updates to the Office Manager until the issue is resolved.
• Work with vendors to get orders shipped according to the Cargo Ready Date assigned to the purchase order. Report problems to the Office Manager.
• Maintain nameplate and seal inventories, arrange shipments to vendors based on machine order quantity, as well as prepare a monthly inventory report.
• Support Our Headquarters Quality Control department by following up with vendors on machine quality issues.
• Support Our Headquarters Customs Department by requiring vendors to submit correct shipping documents, assist with customs clearance, and other issues as they arise.
• Send the Weekly Production Report to Headquarters.
• Coordinate shipments in the most economical way, which may entail submitting a consolidated container shipping proposal.
• Update customer Product Rating Review in Jira.
• Update artwork for Our products.
• Record inspection requests from vendors and submit them to the Office Manager.
• Consistently review processes for added efficiencies and report those efficiencies to the Office Manager.
• Record the daily exchange rate, and supply to vendors upon request.
• Respond to all emails within 24 hours of receipt.
NON-ESSENTIAL FUNCTIONS
• Complete a daily report outlining which activities were completed, then submit to the Office Manager.
• Occasionally accompany inspectors to inspections to understand the inspection process.
• Schedule meetings with vendors for Corporate Employees who are visiting the China office.
• Translate documents to/from Chinese and English.
• Train inspectors or vendors as needed on new software and/or applications.
• Maintain the cleanliness of the office.
• Office Supply Inventory maintenance.
• Other duties as assigned.
职位要求： Requirements:
EDUCATION, TRAINING & EXPERIENCE
1. Must be literate in English.
2. Experience using Microsoft Word, Excel, Outlook, Acrobat Professional, with a willingness to learn new software and applications.
3. Previous experience working in an office environment.
4. Type 50 words per minute.
5. Must have excellent customer service skills, with a preference for experience working with factories.
PHYSICAL REQUIREMENTS
1. Sitting for extended periods of time.
2. Lift 25 lbs. 可以提起11公斤重的物品
3. Talk and hear both in person and by telephone.
4. Regularly stop, kneel, bend, and crouch. 个人日常行动没有障碍，如停、屈膝、弯腰等等
TOOLS & EQUIPMENT USED
1. Standard Office Equipment
2. Software such as Jira and SharePoint (Not a must)
REQUIRED SKILLS & COMPETENCIES
1. Communicating with Supervisors, Peers, and Vendors – Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail or in person.
2. Cooperation – Being pleasant with others on the job and displaying a good-natured, cooperative attitude.
3. Resolving Conflicts and Negotiating with Others – Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
4. Initiative – Willingness to take on responsibilities and challenges.
5. Critical Thinking – Using logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
6. Writing – Communicating effectively in writing as appropriate for the audience’s needs.
7. Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one.
8. Reading Comprehension – Understanding written sentences and paragraphs in work-related documents.
9. Getting Information – Observing, receiving, and otherwise obtaining information from relevant sources.
10. Dependability – Being reliable, responsible, dependable, and fulfilling obligations.
11. Integrity – Being honest and ethical.
12. Adaptability/Flexibility – Being open to change (positive or negative) and to variety in the workplace.
13. Attention to Detail – Being careful about detail and thorough in completing work tasks.
14. Stress Tolerance – Accepting criticism and dealing calmly and effectively with high-stress situations.
15. Independence – Developing one’s own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
16. Analytical Thinking – Analyzing information and using logic to address work-related issues and problems.
PERFORMANCE MEASURES
1. Timely completion of Objectives and Priorities.
2. Regular and predictable attendance.
3. Communication, organization, and accountability.
4. Upholding the Code of Conduct.