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Open Position

Administrative Assistant (Sales + Accounting)

IWK Packaging - Parsippany, NJ (Hybrid)

Company

Our client, IWK Packaging, is a market-leading global supplier of tube filling machines, carton machines, and integrated lines to the Pharmaceutical, Oral care, and Cosmetic Industries. Founded in 1893, in Stutensee, Germany, and part of the ATS Group of companies, IWK Packaging has engaged us in the search for an energetic and detail-oriented Administrative Assistant for its North American Headquarters in Parsippany, NJ.

A significant portion of the business in North America comes from aftermarket products (parts sales, machine conversions, change parts, and service work) with a primary manufacturing center located in Stutensee, Germany, with a second manufacturing center in Bangkok, Thailand.

 

Position

In this compelling and exciting position, the Administrative Assistant’s primary role is to support both the Sales and Accounting departments.  The candidate will also be cross-trained with the Service Assistant to provide support as needed.

Your high-energy level, ability to motivate, enthusiasm to participate in a dynamic team that strives for excellence, and your passion for sales and accounting as well as your eagerness to succeed are most valued.

 

Objectives and Key Responsibilities  

Accounting

  • E-mailing A/P invoices to shared services and maintaining electronic A/P files
  • Respond to vendors on open payments/statements.
  • Check UPS, FedEx, Staples and Optimum website twice a week for any outstanding or past due invoices.
  • Verify and confirm Payment Analysis for vendor, expenses and intercompany.
  • Mail out customer checks.
  • Distributing customer invoices via e-mail or mail and maintaining electronic invoice files.
  • Collecting on outstanding invoices via phone or e-mail.
  • Banking (ACH and check deposits), informing shared services where to allocate payments, maintaining ACH/check files.
  • Ordering office/kitchen supplies.
  • Opening and distributing daily mail.

 

Sales

  • Preparing machine quotes.
  • Finalize quotes if they come in from the factory before forwarding them to the customer.
  • Maintain quote log in Excel format.
  • Maintaining electronic project files.
  • Entering new leads and contact information in Salesforce.
  • Preparing internal order sheets and customer order confirmations
  • Leap file videos and movies as requested by the Sales Manager.
  • Prepare and complete shipping forms for outgoing packages for the Sales Manager.
  • Downloading manuals, maintaining the library, making cd cases.
  • Responsible for yearly calendar mailing.

 

Profile

  • Working in a team environment
  • Highly motivated, quick learner
  • Ability to adapt priorities in a fast-paced, high-volume environment
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office and CRM systems
  • Familiarity with ERP
  • Associates degree in Business
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