Office Assistant

Job Summary

Responsible for supporting growing international trade operations by preparing import and export documentation, maintaining accurate records, coordinating with shipping and logistics partners, and providing general administrative support.

Key Responsibilities

• Import & Export Documentation: Prepare Commercial Invoices, Packing Lists, Shipping Instructions, and other export/import documents; verify accuracy and completeness; maintain documentation for customs clearance; coordinate with freight forwarders, shipping lines, clearing agents, banks, suppliers, and customers; monitor shipment documentation and ensure timely processing.
• Administrative Duties: Prepare official letters and correspondence; manage email and telephone inquiries; scan, photocopy, print, and archive documents; register incoming and outgoing correspondence; support management with day-to-day administrative tasks while maintaining company confidentiality.
• Record Management: Maintain shipment tracking records, update documentation registers and databases, organize electronic files and document archives, and prepare documentation status reports.

Educational Qualification & Experience Requirements

• Education: Bachelor's Degree in Logistics and Supply Chain Management, Business Administration, Management, Accounting, Marketing, International Trade, or a related field.
• Experience: 1–2 years of experience in import/export documentation or office administration is preferred (fresh graduates with strong computer skills are also encouraged to apply).

Required Skills & Competencies

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook), PDF creation/editing, document scanning, electronic filing, and internet/online communication with fast typing speeds.
• Required Skill Tags: Decision-making skills, communication, attention to detail, analytical thinking, and problem-solving skills.
• Desired Skill Tags: ERP systems proficiency, logistics software, customs documentation systems, and time management.