ROLE SUMMARY

The Office Administrator will be primarily responsible for performing purchasing, logistics, invoicing, and time-tracking responsibilities for our client. He/she is required to have a solid background in operations, finance, and the accounting field and must be able to process data through various accounting, documentation, and data management tools.

SCHEDULE: 8 AM – 5 PM Pacific Standard Time, follows Philippine Holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS

·       Handle end-to-end purchasing and maintain ownership of purchasing including approval tracking and execution (via ProcureDesk)

·       Handle shipping and logistics coordination, coordinating shipping and receiving leveraging various shipping vendors such as UPS, FedEx, USPS, Canada Post, etc.

·       Log information for tracking and inventory control

·       Support end-to-end quotes

·       Support sales leadership with quote generation (via SaasOptics and PandaDoc) and signature completion

·       Handle sales orders and invoicing

·       Gather customers’ POs upon contact or quote signature execution

·       Maintain invoicing schedules and engage with controllership on future invoice assurance and other activities as needed

·       Handle time-tracking and maintain QB Tsheets (project setup, new hire setup, reporting)

·       Perform ad-hoc projects

QUALIFICATIONS

·       A Bachelor’s degree in the related field

·       Prior professional experience in Operations, Finance, and/or Accounting supporting quote-to-cash is required

·       Able to exhibit professional trust as the position will be using the company’s corporate card

·       Trained to avoid hackers and scammers

·       Experience working with various internet sites such as Amazon, Amazon.ca, Aliexpress, etc.

·       Exceptional spreadsheet and Excel skills (pivot tables, vlookup, leveraging conditional formulas) required

·       Experience using PandaDoc, DocuSign, or an equivalent tool.  Experience with SaaSOptics (or invoicing software) is desired

·       Experience administering a time-tracking tool (such as QB Tsheets, Clarity PPM, OpenAir, etc.) is desired

·       Working knowledge of MS Access / SQL (ex. converting Excel data to DB) is nice to have

·       Willing to be flexible and grow

·       Willing to learn new concepts and take on new responsibilities in a start-up environment

·       Experience in a multi-client environment

·       Strong organization, oral and written communication skills

·       Analytical skills with particular attention to detail

·       Ability to function in an autonomous environment—independent worker, self-directed