Back Office Assistant

Position Overview : Work behind the scenes to ensure that daily administrative and operational tasks run efficiently with a focus on inventory control, supply chain, and logistics. They will maintain organization, accuracy, and compliance with company policies. Position Description :

• Oversee and optimize inventory management processes to maintain accurate stock levels, minimize waste, and ensure timely deliveries.
• Coordinate with vendors and manage the supply chain to ensure a seamless flow of materials and goods.
• Handle import / export and domestic freight logistics, including coordinating shipments and managing related documentation.
• Process paperwork and system receiving of inventory and machine parts accurately and efficiently.
• Maintain effective communication with domestic and overseas vendors to facilitate procurement and resolve issues.
• Ensure compliance with company policies and industry regulations in all back-office activities.
• Prepare and present regular reports on office performance.
• Manage back-office workload to ensure outbound orders are filled accurately and in time for shipment to customer.
• Manage incoming shipments, arrangement of deliveries, and pickup of dropped ocean containers without incurring demurrage fees.
• Negotiate with vendors to reduce fees and / or penalties.
• Communicate with customers regarding ETAs, drop fees, and demurrage of DDP containers from overseas sister company.
• Maintain a well-organized workspace and manage documents and tasks.
• Work independently to solve problems, make decisions, and execute tasks while collaborating effectively with team members and other departments.
• Performs other related duties, as assigned.
• Position Requirements :
• High School diploma or equivalent is required; additional education or training is a plus.
• Strong attention to detail and organizational skills.
• Proficiency in using office software (e.g., Microsoft Office Suite, Outlook).
• Excellent written and verbal communication skills.
• Ability to work independently and prioritize tasks effectively.
• Basic knowledge of office equipment and procedures.
• Previous supervisor or management experience is preferred