Overview
We are seeking a reliable and detail-oriented Administrative Assistant to support the daily operations of our freight forwarding company. The ideal candidate will assist in documentation, data entry, customer service, and coordination between internal teams and external stakeholders to ensure the smooth handling of shipments and logistics processes.
Duties
- Manage daily office operations, including filing, data entry, and clerical tasks
- Provide outstanding customer service and support to clients and visitors
- Answer multi-line phone systems with professionalism, demonstrating excellent phone etiquette
- Assist with bookkeeping tasks, including invoicing and managing accounts
- Prepare and manage shipping and customs documentation for air, sea, and land freight.
- Coordinate with carriers, agents, and customs brokers to ensure timely shipment delivery.
- Maintain accurate records of shipments, invoices, and correspondence.
- Handle data entry for tracking shipments, billing, and customer accounts.
- Provide administrative support to the operations team, including scheduling and communication.
- Respond to customer inquiries via phone and email in a timely and professional manner.
- Monitor and track shipments to ensure they meet deadlines and provide status updates.
- Assist with invoicing, billing discrepancies, and ensuring payments are tracked.
- File and organize documents in accordance with company policies and compliance regulations.
- Support in the preparation of reports for internal use and external clients.
- Maintain organized records and files, both physical and digital
- Utilize Microsoft Office Suite and Google Workspace for document creation, spreadsheets, and presentations
- Proofread documents for accuracy and clarity before distribution
- Support front desk operations by greeting visitors and managing appointments
- Collaborate with team members to ensure smooth communication across departments
- Handle customer inquiries effectively, providing timely solutions
Experience
- Proven experience as an administrative assistant, preferably in logistics or freight forwarding.
- Strong understanding of shipping and logistics terminology and documentation (e.g., AWB, B/L, commercial invoices, packing lists).
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and logistics software (e.g., Cargowise, SAP, etc.) is a plus.
- Excellent communication and organizational skills.
- Ability to multitask and work under pressure in a fast-paced environment.
- High attention to detail and problem-solving skills.
- Diploma or degree in Business Administration, Logistics, Supply Chain, or related field preferred.
If you are an enthusiastic individual who thrives in an organized environment and enjoys supporting others, we encourage you to apply for this rewarding opportunity as an Administrative Assistant.
Job Type: Full-time
Pay: $16.00 per hour
Expected hours: 37.5 per week
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
Language:
- Mandarin (preferred)
Work Location: In person