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Position Overview

The executive administrator is responsible for assisting the senior management staff in planning strategies and analyzing business decisions to achieve the company's goals and objectives. This role requires a high level of confidentiality, attention to detail, the ability to handle multiple responsibilities with ease, and the flexibility to adapt in a fast-paced environment. The executive administrator must have exceptional time-management and organizational skills, especially on performing administrative and clerical duties as needed, as well as excellent communication skills to respond to clients' inquiries, concerns, and requests. This is an onsite position.

Essential Job Functions

• Act as Administrative Assistant to executives
• Manage daily schedules, including calendar coordination, meeting arrangements, and travel planning for executives
• Screen, prioritize, and respond to emails, calls, and other communications on behalf of executives
• Prepare agendas, attend meetings, take minutes and ensure follow-up on action items
• Assist with special projects, presentations, and reports as needed by the executive team
• Create and submit expense reports, reimbursements and budget tracking for executives
• Maintain strict confidentiality regarding all matters and handle sensitive information discreetly
• Act as a liaison between executives and internal/external stakeholders to foster positive relationships
• Provide back-up assistance to HR Generalist and Office Administrator as needed
• Perform other duties as assigned
• Balance, execute and prioritize both routine and administrative tasks

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Position Overview

The Warehouse Operations role is responsible for receiving products, filling customer orders, arranging for outbound product shipments and putting stock away in a manner that meets company standards for safety, security, and productivity. Acts as a back-up for the Warehouse Lead. Also, responsible for ensuring that all products are free from damage, and assures that the quantity, quality, labeling, and addressing of orders corresponds to customer specifications or other requirements.

Essential Job Functions

• Unload and load products in an efficient and safe manner
• Receiving:
• Physically count items on packing list/BOL, inspect packages for damage prior to signing for receipt with carrier
• Determine appropriate bin location to receive items in inventory
• Safely unpack items, and place in preferred or alternative location using appropriate material handling equipment
• Receive product into NetSuite, against Purchase Order
• Report any discrepancies to [email protected]
• Scan packing list and attach to item receipt or purchase order in NetSuite
• All items must be received within NetSuite the same day they are physically received
• Inventory Management:
• Ensure all inventory is stored in a safe, neat and orderly manner
• Ensure all inventory is stored in the preferred or approved alternate bin locations
• Ensure all bin locations are clearly marked

• Outbound Shipping:

• Ensure accuracy of items picked compared to items on pick ticket
• Ensure proper and accurate packaging of all items
• Schedule shipment with appropriate carrier
• Ensure packing list is enclosed with all shipments
• Ensure proper shipping label is affixed to shipping package

• Material Handling and Packaging Equipment Use and Maintenance:

• Perform a safety check prior to using any material handling or packaging equipment
• Inform Warehouse Lead of anything requiring maintenance or repair
• Do not use any equipment that needs repair or is not safe to operate

• General warehouse housekeeping:

• Place garbage and recycling in appropriate receptacles as items are being unpackaged
• Sweep floors at the end of the day at minimum
• Replace all warehouse tools to their designated area at the end of each day; carts, brooms, material handling equipment

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Position Overview

This position is primarily responsible for conducting quantitative analyses of information to determine customers’ credit worthiness and their ability to repay credit obligations by performing the following duties and notifying or locating customers with delinquent accounts and attempting to secure payment.

Essential Job Functions

• Review and process credit applications and initiate inquiries into customers’ bank and trade references.
• Request insurance and submit financial documents or other documents to insurance company as needed.
• Discuss high dollar value customer credit limits with Senior Analyst at Euler Hermes as needed to ensure highest possible coverage.
• Review and analyze complex financial statements, credit reports and other relevant data to assess creditworthiness and provide recommendations for credit limits.
• Evaluate the financial health of customers by analyzing income, debt levels, and liquidity.
• Assess the risk associated with extending credit and make recommendations for credit approvals or rejections; provide appropriate terms and credit limits within two (2) business days, unless there is an exception (e.g. references haven’t responded and there are no orders yet, waiting on additional information/corrections from applicant).
• Collaborate with Sales team to understand customers, pipeline and sales potential.
• Assist in preparing weekly aging report and place delinquent accounts on hold; proactively communicate with clients to request payment and resolve disputed invoices.
• Perform detailed account reconciliations as needed to resolve complex disputed receivable issues.
• Perform collections account management with problematic clients, obtaining timely payments.
• Negotiate payment schedules on undisputed past due accounts.
• Prepare detailed credit reports and summaries for stakeholders; communicate status of account problems on a weekly basis to Controller.
• Monitor and manage the credit exposures of existing borrowers by reviewing financial statements and conducting periodic risk assessments.
• Maintain credit history files; review and approve credit limits; respond to credit inquiries.
• Implement and monitor credit policy; offer suggestions for improvement and communicate adjustments as needed.
• Call customers for updates on payment of invoices that are past due in a friendly manner, and follow up with friendly email, as needed. Record all communication notes on customer records.
• Sync all emails and phone calls to and from customers with NetSuite. Record any customer-related tasks working in NetSuite so all other WAV personnel can be kept up-to-date with current activities.
• Check frequently for orders on credit holds throughout the day, particularly and more frequently during peak hours.
• Release orders in a timely manner based on any payment notes on customer accounts; reach out to customers via phone call, then email if payment notes are needed. If necessary, reach out to Finance management or Executive team for exception requests by Sales team.
• Inform customers of hold orders in a friendly manner and request payment updates.
• Review Euler Hermes customer data for any changes to assess companies’ risk and review credit limits.
• Report all past due accounts per criteria of Insurance Company. Reporting is due on the 15^th of each month, through an online insurance portal.
• Review all insured accounts for past due balances and monitor claim deadlines for each past due account.
• Generate Total Yearly Sales for covered customers. Make necessary adjustments such as cancelling/reducing unused insured credit lines.
• Prepare and deliver customized reports for high-profile customers.
• Keep track of existing claims and collection accounts. Send unresponsive delinquent customers to 3^rd party collection agency, and file claim via insurance portal for insured delinquent accounts before claim filing deadlines. Submit supporting documents to collection agency/claims department.
• Follow up on RMAs related to aged invoices, clear up aged credits, change/correct invoice due dates, if necessary, update any customer information in NetSuite, keep insurance coverages up-to-date for each customer in NetSuite, keep an electronic record of all applications processed.
• Ensure appropriate customer tax registration is forwarded to Sales Tax and Staff Accountant for update to Avatax software.
• Stay updated on industry trends, economic indicators, and regulatory changes that may impact credit risk.
• Provide guidance and support to junior credit and collections analysts in their analysis and decision-making processes.
• Assist in the development and implementation of credit policies, procedures, and risk assessment models to improve over credit management.
• Any other duties as assigned by supervisor.

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