Admin Assistant

Job Summary

The Administrative Assistant will be a key support member responsible for the accurate and

timely processing of sales orders, returns, and exchanges using our Enterprise Resource

Planning (ERP) system, QuickBooks/NetSuite. This role requires exceptional attention to detail,

strong data entry skills, and the ability to maintain organized and up-to-date records. The ideal

candidate is proactive, proficient in QuickBooks, and eager to ensure smooth and efficient

transactional workflow.

Key Responsibilities

Order and Transaction Processing

Order Entry: Accurately enter and process new customer orders into QuickBooks and

other relevant systems from various sources (e.g., email, sales team, e-commerce

platform exports).

Order Fulfillment Coordination: Liaise with the warehouse/operations team to ensure

orders are picked, packed, and shipped correctly and on schedule.

Invoicing and Billing: Generate and distribute accurate sales invoices to customers

following company guidelines.

Returns and Exchanges: Process all customer returns, refunds, and exchanges within

the ERP system, ensuring proper inventory and financial adjustments are recorded.

Troubleshooting: Investigate and resolve discrepancies related to orders, invoices,

inventory, and shipping issues.

Documentation: Maintain comprehensive digital and physical records for all orders,

returns, and related communication.

Data Entry and Administrative Support

General Data Entry: Perform high-volume data entry, maintaining and updating various

databases, spreadsheets (Excel), and company records with a high degree of accuracy.

New items Entry into the ERP

Reporting: Assist in generating basic reports related to sales, returns, and inventory

levels as requested by management.

File Management: Organize and maintain office filing systems, both digital and hard

copy, ensuring confidentiality and easy retrieval.

Communication: Handle professional communication with customers and internal

teams regarding order status, tracking, and transactional inquiries.

Office Support: Provide general administrative support, which may include managing

office supplies, handling mail, and assisting with light clerical tasks.

Other related tasks assigned from time-to-time

Eligibility Requirement

The ideal candidate should meet the following eligibility criteria

 1-1.5 years of hands-on experience of providing ecommerce administrative assistant or

using an ERP system in an ecommerce setup for order processing, invoicing, and returns

management.

 Proficient in Microsoft Excel for data entry, reporting, and database updates.

 Strong data entry accuracy and attention to detail in managing high-volume

transactional data.

 Familiar with Accounts Payable and Receivable functions, including invoicing, billing, and

reconciliation of customer transactions.

 Skilled in order management, record keeping, and documentation of digital and physical

files.

 Ability to assist with sales order processing, returns/exchanges, and inventory

adjustments.

 Excellent written communication for professional email and chat correspondence with

internal teams and customers.

 Capable of resolving discrepancies and providing clear, courteous updates on order or

transaction status.

 Highly organized, proactive, and capable of multitasking in a fast-paced office

environment.

 Strong commitment to maintaining accuracy, confidentiality, and workflow efficiency.

Comfortable working with the EST timing (6:00PM to 3:00AM PKT)

Work Location: In person