Now Hiring - Morinaga America Inc. - Sales Assistant [Hybrid] in Irvine, CA

Full description of the position

This position is responsible for providing administrative, clerical, logistics, inventory control, and minor technical support to the company's sales department, such as creating and evaluating sales reports, maintaining customer accounts, scheduling meetings, booking events, and researching current market trends to identify business opportunities. Will report to the Director of Sales Intelligence and this role is non-exempt. ESSENTIAL DUTIES & RESPONSIBILITIES: * Organize and maintain information in shared sales network folders (digital collateral assets, sales presentation materials, including sell sheets, photos, slides, and brochures for sales team and brokers); archive when needed. * Record deduction ID on aging lists. * Work with the Sales team to reconcile unpaid invoices from aging lists. * Update and publish the quarterly listing map. * Organize and maintain internal content libraries, Sharepoints, Broker Portal access and content. * Timely input of customer data, account, and pricing proposals, and follow through to activation. * Account maintenance, including pricing alignment and address details. * Assist and support sales personnel in achieving sales outcomes and goals. * Answer telephone calls, direct and department calls, take messages, and route correspondence. * Assist the Manager with initiating and enforcing best practices and standards for sales-related policies and procedures. * Work with staff members from other departments, such as marketing and accounting teams, in reaching set goals and objectives to optimize sales and reconciliation of accounts. * Plan meetings and coordinate projects. * Assist in setting up trade show booth and preparing shipment of equipment and materials. * Maintain the confidentiality of sensitive information. * Maintains good communication with other managers, staff & outside contacts. * Professional appearance and demeanor, with the ability to exercise good judgment and discretion. * Maintain high ethical standards in the workplace. * Comply with all company policies and procedures. * Responsible for maintaining a clean and safe working environment. * Seek continuous improvement, more efficient and less expensive ways and means in work processes. * Perform other duties as assigned by your supervisor in compliance with Federal and State Laws. _ Sales Support _ * Estimate date of delivery to customer, based on knowledge of availability and delivery schedules. * Provide prompt and excellent customer service by placing emergency orders and delivering such orders. * Display, demonstrate, assemble and/or ship arrangement of samples emphasizing salable features of the products at customers' sites. * Makes shipping arrangements of merchandise and product samples, when needed. * Investigate damaged or short shipments and handles deduction/penalty requests from customers. * Create appealing, cost-effective and eye-catching merchandise displays. * Handles all sales departments' incoming and outgoing mail, packages, subscriptions, and periodicals, including overnight and express mail; receives and dispatches direct deliveries, as necessary. * Provide assistance for sales, marketing, accounting teams, and management, as requested. * Prepares and sends invoices to customers. * Timely prepares and submits reports, including weekly activity reports, tradeshow reports, business trip reports, expense reports, meeting reports, etc. * Communicates with sales reps regarding delinquent accounts and other payment issues. * Prepares and mails monthly statements and other correspondence as necessary to customers. * Provide assistance with administrative duties in the office, as necessary. Logistics & Inventory Control Support * Count merchandise in stock and post totals to inventory records. * Maintain inventory control records and make adjustments as necessary. * Support and gather data; analyze data collected. * Confirm items, prices, and freight costs of incoming shipments to verify information against bills of lading, invoices, or other records, and forward invoices to the accounting department. * Assist in the semi-annual physical inventories. * Coordinate with shipping companies, warehouses, and handles claims regarding shipping documents, bills of lading, invoices, orders, delivery schedule and other records. * Communicate with suppliers, retailers, customers etc. to achieve profitable deals and mutual satisfaction. * Unpack and examines incoming shipments, rejects damaged items, records shortages, and corresponds with shippers to rectify damages and shortages. * Handle various duties to ensure timely, accurate and effective shipments. COMPETENCIES: Customer Focus, Problem Solving, Innovation, Adaptability, & Collaboration QUALIFICATIONS: * Associate degree (A.A.) business administration; or two or more years' related experience and/or training; or equivalent combination of education and experience. * Professional administrative abilities with a minimum of 1 year directly supporting senior management positions. * Working experience with CRM or ERP systems preferred. * Experience working in a food and beverage, merchandising, candy manufacturing sales environment, preferred. EXPERIENCE: * Strong oral and written communication skills in a clear and concise manner. * Ability to deliver quality work, manage time and multiple tasks in stressful situations effectively, adapt to changing priorities, and respond with urgency to requests while remaining focused on strategic imperatives. * Proficient with Microsoft Office Suite, specifically in Excel or similar software and wiliness to learn new software. * Strong analytical and critical thinking skills, with an emphasis on innovative and creative solutions that result in higher profitability. * Excellent organization and attention to detail-orientated skills along with the ability to organize thoughts and ideas. * Mathematical and problem-solving skills. * Teamwork skills and motivation to work effectively across functions collaboratively, as well as independently. TRAVEL REQUIREMENTS: Occasional air and car travel may be required; may require traveling outside of the U.S. MEASURE OF PERFORMANCE: All interaction, results, and position-related skills will be measured through oral and written performance reviews. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Work is performed hybrid (remotely and onsite) in a professional office environment with quiet to moderate noise levels. This role routinely uses standard office equipment such as laptop computers and various digital devices. This is a full-time position. Typical days and hours of work are 40 hours per week, Monday through Friday, between the hours of 8:00 a.m. to 5:00 p.m. Some flexibility in hours is allowed. Occasional evening and weekend work may be required as job duties demand. PHYSICAL DEMANDS: The physical demands described here must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this position, the employee is required to regularly talk, hear, sit, and occasionally must stand, walk, use hands and fingers, and reach with hands and arms. Must occasionally lift and/or move up to 10 pounds. Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen, measure or identify using eyesight, and adjust vision focus. The above job description identifies the essential job functions and skills needed by the person or persons assigned to this position. These job functions are not intended to be a complete and exhaustive list of all responsibilities, duties, and skills required. This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. The information contained herein may be amended at any time at the sole discretion of the Company. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship. Job Type: Full-time Pay: $22.00 - $24.00 per hour Expected hours: 40 per week Benefits: * 401(k) * 401(k) matching * Dental insurance * Flexible schedule * Health insurance * Health savings account * Life insurance * Paid time off * Vision insurance Schedule: * Monday to Friday Work Location: Hybrid remote in Irvine, CA 92614