This client needs a "Jack-of-All-Trades" - a "Generalist" who can wear many hats, plug holes when leaks occur, "put out fires", gravitate to priorities, lots of varied duties. This role is Very operational, administrative, help with general human resources matters, organize events, help with supplies and parts on the purchasing and supply chain side, know where to go to get support or place orders, deal with vendors, helpful to know how to speak with suppliers and do a little bit of negotiating, help coordinate writing any marketing material or anything related to customer interaction, collaborate with the engineering staff and assist them and the operations manager/company with anything.
JOB DESCRIPTION & TYPICAL TASKS
1. ADMINISTRATIVE
-Communicate daily outgoing shipment information to customers and assist customers in troubleshooting customs clearance delays for outgoing international shipments
- Monitor incoming international customer shipments through customs clearance and troubleshoot any delays that occur
- Assist the Director of Operations in keeping Enterprise Resource Planning (ERP) software up to date by entering and updating, on a daily basis, client purchase orders, scheduling information, and inventory status
- Serve as redundancy for the Logistics & Administrative Specialist (who primarily handles client shipments) when he or she is out of the office by being fully trained in and capable of executing international shipments using FedEx, UPS, and DHL, preparing customs paperwork, and carefully packaging shipments
- Attend senior personnel meetings as needed to document discussions, capturing lessons learned and identifying action items and entering them into task lists and project management software
2. ACCOUNTING/FINANCIAL
- Review all bills and invoices for accuracy and make sure that the relevant charges are classified in the appropriate expense categories
- Gather electronic timesheets from all employees on a timely basis and check for their accuracy and completeness
- Execute electronic transfer from their time keeping software to QuickBooks before the monthly accounting review with their outside accountant
- Regularly collect and organize credit card receipts from all employees and review all receipts to ensure that the charges are classified in the appropriate expense categories
- Enter and reconcile accounting receipts for all employee credit cards before the monthly review with their outside accountant
- Regularly, and in an organized and timely fashion, file all Company financial records, including credit card receipts, time sheets, expense reports, paid invoices, etc. Promptly follow up with vendors or employees for missing receipts or other needed paperwork
- Process and review domestic and international travel and expense reports on a timely basis, ensuring compliance with company policies
3. PURCHASING AND SUPPLY CHAIN
- Promptly process and issue purchase orders using the Company's ERP system for various items needed to support the processing floor, manufacturing operations, and general facility needs
- Purchase items, including technical equipment or components, as needed, interacting with vendors and following up as necessary
- Gather information, obtain quotes, and recommend a chosen vendor for the purchase of major items, the shipment of certain pieces of machinery, or performance of certain office work: e.g. office upgrades or repair work, carpet cleaning services, or purchasing a new piece of office equipment
- Update tracking spreadsheets in Excel quarterly after inventory hard counts have been performed to provide to management for analysis
4. MARKETING AND HR
- Periodically review Company's printed marketing materials (e.g. website, brochures, business cards, holiday cards) and make suggestions for improvements of existing materials or introduction of new materials and make sure there are sufficient supplies on hand at all times
- Help update and maintain the Company website, e.g. adding new Team members, updating News section, posting new job openings, etc.
- Maintain inventory of apparel items stocked for employees and vendors
- Help select gifts for Company clients and manage the Company's brand as reflected in the "look and feel" of our products, product packaging, user guidelines and instructions, spec. sheets, etc.
-Help update the Company's Employee Handbook, which contains information regarding the company's policies and various benefits (medical insurance, dental insurance, 401(k) Plan, 125 Flexible Spending Account, etc.)
- Support recruiting by screening candidate resumes, organizing interviews and associated travel, revising job descriptions, placing postings, and registering for career fairs
- Regularly organize company events to help build team spirit and maintain good morale including a monthly event such as a barbecue or a team lunch/dinner event or go-karting event, Christmas dinner, employee work anniversary celebration, etc.
JOB QUALIFICATIONS
Educational Requirements
The position requires a Bachelor's degree with at least 2 years of prior work experience, but outstanding applicants without prior experience will also be considered.
The Type of Person We Are Looking For:
4-5 years of prior work experience
Experience in Microsoft Office (Word, Excel, Outlook, PowerPoint) is required
Knowledge of other Software Packages such as Project Management Software like Asana, Ms Project, ClickUp, JIRA
Experience or knowledge of ERP Software Like SAP, Dynamics 365 etc
Experience or knowledge of accounting software like Intuit Quick books is desirable
Pay for this position is based on market location and may vary depending on job-related knowledge, skills, and experience. A sign-on payment and restricted stock units may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered by our client.
A sign-on payment and restricted stock units may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered by our client.
Applicants should apply via The Mice Groups Inc. website (www.MiceGroups.com) or through this careers site posting.
We are an equal opportunity employer and value diversity at The Mice Groups Inc. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
Pursuant to the Los Angeles Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
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