Office Associate

Job Title: Office Employee - Order Processing, Invoicing, and Trade Show Coordinator

*please note, this position is exclusively recruited for by Christian Schlager at our recruitment partner YER USA. Contacting the company directly will lead to disqualification of your application

Location: Greater Chicago Area

Job Type: Full-Time

Reports To: Office Manager/Operations Manager

Work Arrangement: Onsite (Office presence required)

Job Summary:

We are seeking a versatile and organized Office Employee to join our team in the Greater Chicago Area. The ideal candidate will be responsible for processing orders, managing invoices, maintaining accurate financial records using QuickBooks, utilizing Salesforce for customer relationship management (CRM), and coordinating trade show events. This role requires excellent communication skills, strong attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Office presence is required.

Key Responsibilities:

Order Processing:

• Receive and process customer orders through various channels (phone, email, online).
• Verify order details, including product specifications, quantities, and pricing.
• Coordinate with the shipping and logistics teams to ensure timely order fulfillment.
• Update and maintain customer order records in Salesforce.

Invoicing:

• Generate and issue invoices for processed orders in a timely and accurate manner.
• Review invoices for accuracy, ensuring all charges are correctly applied.
• Resolve any discrepancies related to billing and invoicing with customers.
• Track and follow up on outstanding invoices and ensure timely payments.

QuickBooks Management:

• Enter and reconcile financial data in QuickBooks, including sales, payments, and expenses.
• Maintain up-to-date records of customer accounts and payment history.
• Assist with month-end closing processes, including generating financial reports.
• Support the accounting department with additional tasks as needed.

Salesforce CRM Management:

• Utilize Salesforce to manage and update customer information and interactions.
• Track sales activities, follow-ups, and customer communications within Salesforce.
• Generate reports and dashboards in Salesforce to monitor order status and customer metrics.
• Collaborate with the sales team to ensure accurate and up-to-date customer records.

Trade Show Coordination:

• Plan and organize the companys participation in trade shows, exhibitions, and other events.
• Handle logistics, including booth setup, travel arrangements, and shipping of materials.
• Coordinate with vendors, exhibitors, and event organizers to ensure smooth operations.
• Manage event budgets, registrations, and post-event follow-ups.
• Assist in the creation of marketing materials and promotional items for events.

General Office Duties:

• Provide general administrative support, such as answering phones, filing, and data entry.
• Assist in maintaining office supplies and inventory.
• Collaborate with other departments to ensure smooth operations.
• Perform other duties as assigned by management.

Qualifications:

• High school diploma or equivalent; associates degree or higher preferred.
• Proven experience in order processing, invoicing, event coordination, or a similar role.
• Proficiency in QuickBooks, Salesforce, and Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy in data entry.
• Ability to work independently and as part of a team.
• Strong verbal and written communication skills.
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Must be able to work onsite in the Greater Chicago Area.

Preferred Qualifications:

• Experience in a similar industry (e.g., manufacturing, distribution, retail).
• Familiarity with CRM or order management systems.
• Experience in event planning or trade show coordination.
• Basic understanding of accounting principles.
• German language skills are a huge plus.

Benefits:

• Health, dental, and vision insurance.
• Paid time off (PTO) and holidays.
• Retirement savings plan.
• Opportunities for professional development and advancement.