Admin & Accounts Assistant

Job Overview
We are looking for a well-organized and detail-oriented Admin & Accounts Assistant to support both administrative and accounting functions within our freight forwarding business. This role involves managing documentation, coordinating logistics support tasks, and performing basic bookkeeping duties including invoicing, data entry, and financial reporting support.

Duties

Administrative Duties:

• Prepare and manage shipping documentation such as airway bills, bills of lading, invoices, and packing lists.
• Coordinate with carriers, customs agents, and internal teams to ensure smooth shipment processing.
• Maintain organized physical and digital filing systems for shipment and company records.
• Handle client communications, schedule appointments, and respond to general inquiries.
• Track shipments and provide updates to clients and internal teams.
• Manage office supplies, petty cash, and general administrative support.

Accounting & Bookkeeping Duties:

• Record day-to-day financial transactions in accounting software (e.g., QuickBooks, Xero, or Tally).
• Prepare and send invoices to clients based on shipping and freight services provided.
• Monitor accounts receivable and follow up on outstanding payments.
• Process accounts payable and ensure vendors are paid on time.
• Reconcile bank statements and maintain accurate cash flow records.
• Assist with monthly financial reports and year-end audits.
• Maintain and update customer and supplier account records.
• Coordinate with carriers, customs agents, and internal teams to ensure smooth shipment processing.
• Maintain organized physical and digital filing systems for shipment and company records.
• Handle client communications, schedule appointments, and respond to general inquiries.
• Track shipments and provide updates to clients and internal teams.
• Manage office supplies, petty cash, and general administrative support.

Qualifications

• Minimum 2–3 years of experience in administration and/or accounting roles, preferably in a logistics or freight forwarding environment.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with accounting software (QuickBooks, Tally, Xero, or similar).
• Basic understanding of freight forwarding documents and terminology (e.g., AWB, B/L, HS Codes).
• Strong organizational skills and high attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Diploma or degree in Business Administration, Accounting, or a related field.

Job Type: Full-time

Pay: $17.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Language:

• Mandarin (preferred)

Work Location: In person