CGOIO - Sr. Marketing Assistant

POSITION SUMMARY

This position is responsible for preparing documentation, completing necessary forms for contracts and handling shipping arrangements. The role requires continuous effective communication between customers, suppliers, vendors, sales team, and other departmental personnel to ensure effective and efficient delivery of product(s).  This position also involves collaborating with the manager and sales team members to support analyzing sales data, prepare commercial reports, provide customer service, and monitoring customer feedback. Additionally, provides clerical assistance in the Business Department as necessary.

POSITION RESPONSIBILITIES

• Prepares the documentation required by the import, export, offshore and domestic business for one or several products. Issues purchase/sales contracts to customers and establishes the initial file for contracts. Requires accuracy and precision to ensure that all numbers are correctly entered in the contract since this is the record of all transactions.

• Responsible for maintaining all purchase and sales files with accuracy and up-to-date information essential for digital filing. This includes, but not limited to printing and filing of any correspondence pertinent to the files; labeling files with customer information for traceability purposes; and organizing files both filing alphabetically and numerically. When applicable, also responsible for maintaining additional files. 

• Maintains the accounts receivable and payable records, by sending notifications to customers of any overdue Mitsui receivables; updates management and corporate of feedback obtained from customer. Researches overdue Mitsui payables and submits workflow for immediate payment or submits payment information to vendors/suppliers.

• When necessary arrange transportation and/or submission of processing orders of the contract product(s). Obtains the supplier's instructions for transportation and processing and notifies the buyer of all details. Address and resolve any issues that arise by notifying the supplier and buyer. If the supplier does not arrange for the transportation of the product, coordinate with internal logistics department and/or external logistics partners for the delivery of goods.     

• Provides timely and accurate information to customers in order for the customer to prepare for receipt of delivery of their product(s) or prepare for any possible delays in delivery. This can include, but not limited to sending of status reports on a weekly basis, providing information to customer from supplier regarding any changes; relaying information to supplier from customers for the prevention of shutdown situations; resolving any problems associated with the product by maintaining open communication with customer, supplier, and direct supervisor.

• Utilize required ERP systems to perform data entry of delivery instructions, export compliance workflows, payments to vendors and suppliers, purchase and sales realizations, and or inventory adjustments. 

• Requests insurance coverage of material through procedural steps established. File and administrate claim processes. 

• Responsible in reconciling inventory monthly following internal procedures. 

• Coordinate with manager and sales team members to support analyzing sales data, prepare commercial reports, offer marketing assistance, provide customer service, and monitoring customer feedback.

• Performs general clerical tasks including but not limited to answering telephones, set up airway bills, files, and photocopying.  

• Performs additional duties as requested by manager.

DESIRABLE KNOWLEDGE, SKILLS, TRAINING AND EXPERIENCE

Minimum two (2) year experience or a combination of training and experience which indicates the ability to do the job.  Requires good arithmetic skills and good organizational ability.  Requires knowledge of Microsoft Word, Excel, and Outlook.  Frequent use of telephone to convey information.  Must have good communication skills.   Should possess the ability to adapt to a cross-cultural environment. 

This position description is intended to describe the duties most frequently performed by an individual in this position.  It is not intended to be a complete list of assigned duties but to describe a position level.  Furthermore, the essential functions are listed above and reasonable accommodations will be made to meet the requirements of the Americans with Disabilities Act.