Job details
Administrator / Location: Vienna (Austria) (Ref:WL44404)ref: WL44404
Sector Admin / Secretarial
Type Full-time, Permanent
Location Austria - Vienna
Salary €1800 - 2300 / Year
A Japanese food wholesaler is currently looking to recruit an English and German - speaking Administrator at their Austrian office.
In this role you will be responsible for a smooth process within office administration and support all departments as well as the management in any kind of administrative process and workflow of the subsidiary.
Understanding of Japanese culture and some Japanese skill will be advantageous.

TYPE: Permanent, full-time
WORKING HOURS: -Monday till Thursday 08:45 – 17:00 and Friday 08:45 -16:45; (30 minutes lunch break) = 38.5 hours per week
One week per month Monday till Thursday 07:15 – 15:30 and Friday 07:15 -15:15; (30 minutes lunch break) = 38.5 hours per week.
work schedule is announced 2 weeks in advance

SALARY: €1,800 – €2,300 per month, 14 times a year, depending on experience
BENEFITS: Annual employee bonus, dependent on company and employee performance, staff discount, company events
LOCATION: Vienna, Austria

Purchase administration
-Item cost calculation
-New item registration and item master data maintenance
-Supervising customs clearance
-Coordination and timing of goods receipt in warehouse together with warehouse leader
-Purchase order receipt in the system
-Claim management
-Purchase Order returns

Warehouse support / stock management
-Preparation for inventory
-Damage administration
-Administering transfers between locations

Sales Administration and Marketing
-Issuing and filing delivery documents (invoice, credit/debit notes, alcohol documents, delivery notes etc.)
-Order taking by phone / email / personally and order processing
-Preparation of advertisements / flyers; update catalogue / price list
-Supporting sales team (In handling customer requests (including maintenance of customer data, customer service, preparation of data requested by customers), In office administration (e.g. dunning process, customer registration)
-Claim management

Quality management
-Reporting all QM matters to EU headquarter (including regular reporting of progress)
-Recording and tracking quality complaints and new product requests
-Interface between headquarter, management and authorities
-Withdrawals / recalls
-Contact person for food inspector (Lebensmittelinspektor)
-ARA reporting and administration

IT administration
-First contact person for internal and external technical service providers
-Taking care of IT equipment based on instructions by management and/or headoffice

Logistics and customs management
-Arranging transport with third party logistics
-Excise tax management

General Office Management and Administration
-Welcoming guests in the office
-Ordering office supplies
-Mail management (outgoing)

Management assistance
-Support management in any daily as well as unprecedented matters

-Petty cash (managing daily in-/outgoing cash payments; daily control of cash amount) if instructed by supervisor
-Direct debit (through ELBA)
-Manual credit / debit notes
-Handling customer requests regarding payment bookings

-Commercial education background
-Good MS Office skills
-Enjoys working with customers from different cultural backgrounds
-Reliable and diligent working style
-Good communication skills
-Open-minded attitude
-Very good English skills and good command of German
-Enjoys working in a multi-cultural team

-Job experience in a food company and/or in office administration
-Experience in Japanese food business
-Asian language skills, especially Japanese or Eastern European language skills

** All applicants must have the right to work in Austria as the Company is not able to offer visa support.

If your application is successful, you will be contacted within two business days.
We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.