Office Administration

Office Administration

Key Responsibilities:

•   Office Management: Oversee general office operations, including managing office supplies, equipment, and ensuring a clean and organized work environment.

•   Scheduling & Communication: Manage calendars, schedule meetings, and handle phone calls or email correspondence with clients, vendors, and suppliers.

•   Document Management: Maintain filing systems for both office and customs-related documents (physical and electronic) and ensure documents are properly stored and easily accessible.

•   Support Staff: Provide administrative support to other team members as needed, including assisting with onboarding new employees, preparing reports, and handling general inquiries.

•   Visitor Coordination: Greet and assist visitors, clients, and vendors, ensuring smooth interactions and a professional atmosphere.

•   Mail and Deliveries: Manage incoming and outgoing mail, packages, and deliveries. Coordinate shipping and receiving tasks for office needs.

•   Prepare Customs Documentation:Accurately prepare and submit customs entry forms, import/export declarations, and other required paperwork to U.S. Customs and Border Protection (CBP).

•   Compliance Monitoring:Ensure all shipments comply with U.S. Customs regulations, including proper tariff classification, valuation, and description of goods.

•   Liaise with Clients & Customs: Communicate with clients, vendors, and U.S. Customs to resolve any issues related to shipments and ensure timely clearance of goods.

•   Data Entry:Enter relevant shipment data into customs brokerage systems and track the status of shipments through the clearance process.

•   Invoice & Billing Coordination: Assist with preparing and reviewing invoices related to customs duties, taxes, and other shipping-related fees.

•   Customs Regulations: Stay up to date with changes in customs regulations, tariff codes, and trade compliance standards to ensure all shipments are processed in accordance with current laws.

•   Assist with Audits: Prepare for and assist in audits conducted by U.S. Customs and other government agencies by providing requested documents and records.

Qualifications:

•   High school diploma or equivalent; additional certifications in logistics, customs brokerage, or business administration are a plus.

•   Previous experience in office administration or customer service, with a basic understanding of customs entry procedures.

•   Familiarity with U.S. Customs regulations and procedures, including Harmonized Tariff System (HTS) codes and classification.

•   Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with customs brokerage software is a plus.

•   Strong organizational skills and the ability to manage multiple tasks and deadlines.

•   Excellent attention to detail, especially when handling documentation and customs data.

•   Strong communication skills, both written and verbal.