Position Overview
We are seeking a junior Operations Assistant to support day-to-day manual-based activities across multiple departments. This role is essential to run the business smoothly. We need someone who has a wide range of experience in administrative tasks to support Logistics project assignments: data entry, reviewing documentation, vendor interaction, using Quickbooks and ad-hoc projects. Success in this role requires excellent listening skills, the ability to follow and retain instructions, is detail-oriented, strong written and verbal communication, strong decision making and problem-solving skills, and a highly organized approach to managing competing priorities.
Compensation: $22 - $28/hour
Work Schedule: M - F 8am - 5pm
Key Responsibilities
- Monitor, triage, and respond to inbound emails from customers and vendors (including freight forwarders) in a timely and professional manner
- Review, verify, and route complex shipping and logistics documents and handoff to the appropriate team members, including CBP, ISF filings, purchase orders, and invoices
- Print, re-verify, and file documents in designated hard-copy and digital file locations in accordance with company filing standards
- Maintain positive, proactive relationships with customers and freight forwarders; provide clear and accurate communication on order status and open items
- Track and update order status, shipment milestones, and production schedule records across relevant systems
- Perform data entry and document management tasks using QuickBooks, spreadsheets, and company platforms
- Manage assigned ad-hoc project timelines and tasks; communicate progress and flag delays proactively
- Navigate multiple concurrent tasks and shifting priorities across departments without losing accuracy or follow-through
Qualifications
- Education: High school diploma or equivalent required. Associateโs degree in business administration, accounting, finance, operations or related field preferred.
- Experience: 0-1 year of experience in administrative support, operations, bookkeeping or office coordination preferred (internships or office experience acceptable)
- Technical: Basic proficiency with spreadsheets (Excel, Google Sheets), Microsoft Office Suite, Google Workspace; basic proficiency with Quickbooks or similar is preferred
- Exemplifies the company values: customers first, integrity team work, positive attitude, respect, innovation, result driven, value added, social responsibility
- Quickly assesses situations, makes sound decisions, recognizes priorities, and escalates appropriately
- Meticulous attention to detail and ability to stay organized while managing multiple tasks and priorities across departments.
- Identifies opportunities to streamline routine tasks; brings a process-improvement perspective
- Quickly understands new processes and tools; takes feedback well and applies it consistently
- Exposure to logistics, freight, import/export, or supply chain environments is a plus
- Bilingual in Cantonese and/or Mandarin is preferred