Job Overview:

We are seeking an organized, detail-oriented, and proactive Administrative Assistant to support the daily operations of our freight forwarding company. This position plays a crucial role in ensuring efficient office management and smooth communication between internal teams, customers, and vendors. The ideal candidate will have strong multitasking abilities, excellent communication skills, and an interest in logistics and supply chain management.

Key Responsibilities:

• Office Administration:
  • Manage office operations, including maintaining filing systems, organizing records, and ensuring the smooth flow of information.
  • Handle incoming phone calls, emails, and correspondence, directing them to the appropriate team members.
  • Assist in preparing and proofreading documents, reports, and presentations.
  • Maintain office supplies and place orders when needed.
• Customer Service & Coordination:
  • Communicate with clients, vendors, and carriers to coordinate shipments and resolve inquiries.
  • Ensure timely responses to customer requests and track the status of freight shipments.
  • Assist in creating and managing shipping schedules, ensuring deadlines are met.
• Data Entry & Record Keeping:
  • Input and update data related to shipments, invoices, and delivery schedules into the company’s system.
  • Maintain accurate records of client interactions and transactions.
  • Assist in preparing and processing customs documentation and bills of lading.
• Support to Operations Team:
  • Provide administrative support to operations and logistics teams, including preparing shipment documentation and tracking paperwork.
  • Assist with tracking, organizing, and filing freight forwarding and transportation-related paperwork.
• Scheduling & Meeting Coordination:
  • Arrange meetings, appointments, and conference calls as required.
  • Coordinate travel arrangements for the team when necessary.