Administrative Assistant

General Purpose

AIRSYS North America is a subsidiary of AIRSYS Refrigeration Engineering Technology, a global manufacturer of HVAC systems. AIRSYS HVAC systems are price competitive and carry superior efficiency, and as such, are quickly gaining traction in the marketplace. We are looking for an extremely organized and detail-oriented candidate who can multitask and prioritize a heavy workload in a fast-paced environment, while providing administrative support to the company as we manage the growth of this business. The ideal candidate will also have a willingness to be cross-trained to provide backup for AR/AP and other office admin functions as needed.

Job Responsibilities (this is not a comprehensive list of all duties):
 Sales Operations:

• Generate and manage Purchase Orders to support booked orders and higher probability expected orders with all vendors including AIRSYS China.

• Process CPOs (Customer Purchase Orders)

 Receive and review all CPOs to ensure pricing and configuration are accurate

 Acknowledge receipt of CPOs and provide feedback if corrections are needed, and confirm ship date

 Generate the sales order that communicates to the distribution center detailed shipping instructions

 Keep customer informed if ship dates change; communicate via tracking number and pack slip on actual ship date

• Review open sales orders/late shipments daily and address issues as needed

• Review open purchase order report daily and address issues as needed

• Maintain price books based on most recent customer/sales activities and any new products that reach general availability

• Maintain supplier purchase agreements, and update in system as needed

• Create new customer records in Salesforce CRM and ensure existing records are properly captured/maintained

 Financial Operations: Understanding and ability to provide back up for both AP and AR functions

• Paying service contractor and other invoices with proper record keeping in the system

• Invoicing of customers as needed

• Following up on late payments from customers

• Organize monthly credit card and reimbursement charges for the company

• Communicating and enforcing finance policies, such as late payment fees

Job Requirements

 Reporting to Santa Barbara Office location

 MSOFFICE work in Excel, Word and Power Point

Minimum Qualifications:

 4-year degree preferred  Solid email communication and business etiquette

 Ability to remain organized and focused at all times

 Finance knowledge a plus

 Experience with CRM and ERP systems a plus