Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company’s internal filing system.
Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
Place orders and check delivery dates for items that need to be purchased.
Create invoice data for orders where the service has started or delivery is complete.
Enter sales orders into internal order systems (Account Database and Customer Database) and update and maintain these databases.
Prepare purchase request forms based on approved cost summary sheets.
Control orders and coordinate product shipments to ensure on-time delivery.
Place purchase orders for licenses, software solutions, and other products from vendors.
Place orders with service providers, suppliers, and subcontractors.
Communicate with carriers, equipment vendors, and data center providers to obtain necessary quotes, place orders, and coordinate timely completion.
Monitor and track order status and progress by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
Regularly update and share ongoing order and service activation status with customers, vendors, engineers, the sales department, and other internal staff members.
Enter sales order information and invoice data into internal systems and modify invoice forms as required.
Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
Manage incoming and outgoing mail, packages, and deliveries.
Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
Coordinate product fulfillment, process product return requests, and review and handle vendor invoices related to product purchases.
Enter and update asset information in the company’s asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.
Required Skills & Abilities
Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
Strong mathematical skills with a high level of attention to detail.
Professional customer service skills.
Strong verbal and written communication skills in English and Japanese.
Strong organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
Ability to work collaboratively in a team-oriented environment.
Preferred Qualifications
Previous experience in office administration, order and purchase coordination, data entry, or a related administrative role is preferred.
