Job Type
Full-time
Description
Position Summary:The Back Office Assistant supports day-to-day operations by maintaining accurate data, assisting with inventory tracking, and ensuring timely communication with internal teams and customers. This role plays a critical part in keeping operational information organized, up to date, and reliable to support production and logistics activities.
Duties/Responsibilities:• 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, 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.
Requirements
- High School diploma or equivalent is required; additional education or training is a plus.
- Excel proficiency required (ability to update trackers, basic formulas, and organize data)
- Experience in warehouse, manufacturing, or logistics environment preferred
- Strong attention to detail and accuracy in data entry and inventory tracking
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
- Basic professional communication skills (written and verbal)
- Comfortable working in a manufacturing / warehouse environment
- 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.