Manager Assistant

About KAISA USA, INC.

KAISA USA, INC. is a manufacturing company located in McKenney, Virginia, specializing in paper products and stationery manufacturing. We are seeking a highly organized, detail-oriented, and dependable Manager Assistant to support our daily business operations, accounting, sales administration, office management, and shipping coordination.

The ideal candidate will have an associate's degree or higher and a minimum of 2 years of relevant professional experience, along with strong communication skills, excellent critical-thinking abilities, and proficiency in QuickBooks and Microsoft Office, including Excel, Word, and PowerPoint.

This position requires someone who can work independently, manage multiple responsibilities, solve problems, and communicate professionally with customers, vendors, and management.

Key Responsibilities

Accounting & Bookkeeping

• Maintain accurate financial records using QuickBooks.
• Process employee payroll and maintain payroll records.
• Manage accounts payable and accounts receivable.
• Prepare invoices, process payments, and track outstanding balances.
• Perform bank reconciliations and maintain accurate account records.
• Assist management with financial reports, expense tracking, and bookkeeping.

Sales & Purchase Order Support

• Assist the sales team with preparing, processing, and managing customer purchase orders (POs) and sales orders.
• Enter and maintain sales orders, purchase orders, and invoices in QuickBooks.
• Verify order details, pricing, quantities, and delivery requirements.
• Coordinate with customers, sales representatives, production, and shipping departments to ensure timely order fulfillment.
• Track open orders, follow up on pending orders, and provide order status updates.
• Assist with preparing sales quotations, order confirmations, and invoices.
• Maintain accurate customer accounts, sales records, and order documentation.
• Resolve order discrepancies and communicate with customers and management.

Office Administration & Management Support

• Assist management with daily business operations and administrative tasks.
• Draft, review, and respond to professional business emails and correspondence.
• Prepare business documents, reports, spreadsheets, and presentations using Microsoft Office.
• Maintain customer and vendor accounts, records, and communications.
• Organize files, schedules, and office documentation.
• Coordinate with internal departments to ensure efficient operations.

Shipping & Logistics Coordination

• Assist with shipping arrangements, order processing, and delivery scheduling.
• Prepare shipping documents, invoices, packing lists, and related paperwork.
• Communicate with freight carriers, suppliers, and customers.
• Track shipments and resolve shipping-related issues.
• Coordinate with warehouse and production personnel to ensure timely deliveries.

Required Qualifications

• Education: Associate's degree or higher in Business Administration, Accounting, Finance, or a related field.
• Professional Experience: Minimum of 2 years of relevant experience in office administration, accounting, bookkeeping, sales support, or business operations.
• QuickBooks: Proficiency in bookkeeping, invoicing, payroll, and account management.
• Microsoft Office Suite: Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent organizational and time-management abilities.
• Strong critical-thinking, analytical, and problem-solving skills.
• Ability to prioritize multiple assignments and meet deadlines.
• High level of accuracy, attention to detail, and confidentiality.
• Ability to work independently with minimal supervision.
• Must possess a valid driver's license.
• Must be willing and able to travel for business purposes as needed.

Preferred Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance, or a related field.
• Previous experience in office administration, bookkeeping, sales support, or management assistance.
• Experience working in a manufacturing, distribution, or wholesale business.
• Familiarity with shipping, freight coordination, and inventory management.
• Experience managing customer and vendor accounts.
• Experience with purchase orders, sales quotations, and order fulfillment.

Employee Benefits

KAISA USA, INC. offers the following benefits to eligible employees:

• Paid Time Off (PTO): Paid vacation and personal time off in accordance with company policy.
• Medical Insurance: Employer-sponsored health insurance benefits, subject to plan eligibility and terms.

What We Are Looking For

KAISA USA, INC. values individuals who are proactive, responsible, resourceful, and capable of thinking independently. The successful candidate should not only complete assigned tasks but also identify potential problems, recommend solutions, and help improve business efficiency.

How to Apply

Interested candidates should submit their resume to:

KAISA USA, INC.
McKenney, Virginia
Email: [email protected]
Subject: Applicant's name – Manager Assistant

KAISA USA, INC. is an Equal Opportunity Employer.

Pay: From $38,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person