Administrative Assistant

This job description combines supply chain import/export documentation tasks with general office administration duties. The executive will handle documentation for import and export shipments, ensuring compliance with regulations and assisting in the overall smooth operation of the supply chain and office . Additionally, they will be responsible for various administrative tasks, including scheduling, record-keeping, and other support functions.

Supply Chain Import/Export Documentation Executive

Summary:

This role combines supply chain import/export documentation tasks with general office administration duties. The executive will be responsible for ensuring accurate and timely processing of import and export documents, maintaining regulatory compliance, and providing administrative support to the team.

Key Responsibilities:

Supply Chain Documentation:

• Document Preparation: Prepare and verify import/export documentation, including bills of lading, invoices, packing lists, certificates of origin, and other relevant paperwork.
• Compliance: Ensure compliance with import/export regulations, customs requirements, and company policies.
• Communication: Coordinate with freight forwarders, customs brokers, suppliers, and customers regarding documentation and shipment status.
• Record-keeping: Maintain accurate and organized records of import/export documentation, including electronic files and paper copies.
• Problem-solving: Identify and resolve issues related to documentation, such as errors, omissions, or delays.

General Office Administration:

• Scheduling: Manage schedules for appointments, meetings, and travel arrangements.
• Record-keeping: Maintain accurate records of office supplies, expenses, and other administrative information.
• Communication: Handle incoming and outgoing communications, including phone calls, emails, and Whatsapp, We Chat and other communication channels
• Support: Provide administrative support to the team, including assisting with research, data entry, and other tasks as needed.
• Other Duties: Perform other duties as assigned, including assisting with special projects and initiatives.

Requirements:

• Education: High school diploma or equivalent required; Associate's degree or higher preferred.
• Experience: 1-3 years of experience in import/export documentation, supply chain management, or related fields preferred.
• Skills: Strong organizational, communication, and interpersonal skills; proficiency in Microsoft Office Suite and other relevant software.
• Knowledge: Familiarity with import/export regulations, customs procedures, and supply chain processes.
• Other: Ability to work independently and as part of a team, attention to detail, and a strong work ethic.