Administrative Assistant

Overview

• Support administrative functions in a dynamic and diverse environment, ensuring smooth operations and effective communication with stakeholders.
• Collaborate with a seasoned team, contributing to logistics, shipping, and trading activities while maintaining a calm and professional workspace.
• Engage with international and domestic customers, vendors, and stakeholders, enhancing relationships and ensuring seamless communication.
• Perform invoice processing, vendor communication, and administrative tasks with precision and attention to detail.
• Participate in learning and development initiatives, fostering professional growth and preparing for potential advancement into sales roles.
• Work on-site with occasional flexibility for remote work, ensuring a balanced work-life environment.
• Utilize SAP systems for purchase orders, contracts, and payment processing, ensuring compliance and accuracy.
• Contribute to the team’s success by providing informal guidance and support to colleagues.

Key Responsibilities & Duties

• Issue and evaluate purchase orders, sales confirmations, and contracts using SAP systems.
• Negotiate sales and purchase terms with customers and suppliers, ensuring favorable agreements.
• Prepare and review shipping documents for compliance with U.S. Customs and other regulations.
• Process payments to suppliers and vendors, maintaining timely and accurate records.
• Follow up on accounts receivable, minimizing interest loss due to late payments.
• Monitor inventory levels in warehouses and consignment, ensuring optimal balance.
• Negotiate freight rates and transportation methods for cost-effective deliveries.
• Analyze discrepancies in financial ledgers, resolving and adjusting entries effectively.
• Collaborate with compliance departments to stay updated on regulations and standards.

Job Requirements

• Associate of Applied Science (AAS) degree or equivalent educational background.
• Minimum of 5 years of experience in administrative roles, preferably in logistics or trading sectors.
• Proficiency in SAP systems for contract management and payment processing.
• Strong communication skills for engaging with international and domestic stakeholders.
• Comfortable with Excel for preparing detailed spreadsheets and reports.
• Ability to work on-site with occasional remote flexibility.
• Experience in import/export, textiles, shipping, logistics, or trading industries preferred.
• Demonstrated ability to take ownership of tasks and work autonomously.