Administrative Assistant

Position Overview:The Administrative Assistant in a transportation, logistics, exports, and imports company plays a crucial role in bridging operational and administrative functions. This position is essential for maintaining the seamless flow of day-to-day activities, supporting multiple departments, and ensuring compliance with industry-specific regulations.

As part of a dynamic and fast-paced environment, the Administrative Assistant is responsible for coordinating activities that support the efficient movement of goods, both domestically and internationally. This includes managing documentation, tracking shipments, liaising with clients and vendors, and ensuring regulatory compliance. The role requires exceptional organizational skills, attention to detail, and the ability to adapt quickly to evolving priorities and deadlines.

Key Responsibilities:

• Administrative Support:
• Manage calendars, schedule meetings, and organize travel arrangements for management and team members.
• Prepare and format documents, reports, and presentations related to transportation, logistics, exports, and imports.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
• Logistics Coordination:
• Support the logistics team by maintaining shipment schedules, documentation, and tracking updates.
• Assist in the preparation of bills of lading, customs declarations, and shipping invoices.
• Coordinate with freight forwarders, customs brokers, and vendors to ensure smooth transit and delivery.
• Data Management:
• Maintain and update databases, records, and systems related to shipping, inventory, and client accounts.
• Compile and analyze data to create periodic reports on operations and performance metrics.
• Compliance and Documentation:
• Ensure all import and export documentation adheres to regulatory and compliance standards.
• Keep records of licenses, permits, and contracts up-to-date and accessible.
• Customer and Vendor Liaison:
• Serve as the first point of contact for client inquiries and provide timely updates on shipment status.
• Maintain strong communication with suppliers, vendors, and stakeholders to address issues and foster relationships.
• Office Administration:
• Monitor office supplies and coordinate procurement to maintain stock levels.
• Organize and maintain filing systems, both physical and digital, for easy access and retrieval.
• Support office events, training sessions, and team-building activities.
• Problem-Solving and Adaptability:
• Troubleshoot and resolve administrative or operational issues in a timely manner.
• Adapt to dynamic schedules and priorities in a fast-paced environment.

Qualifications and Skills:

• Education: Bachelors degree or equivalent in Business Administration, Logistics, or a related field (preferred).
• Experience: Proven experience in administrative roles, preferably within transportation, logistics, or trade industries.
• Technical Skills: Proficiency in Microsoft Office Suite, ERP systems, and logistics management software.
• Communication: Strong verbal and written communication skills with a customer-oriented approach.
• Organizational Skills: Ability to prioritize tasks, manage time efficiently, and multitask effectively.
• Attention to Detail: High level of accuracy in managing data and documentation.
• Knowledge: Familiarity with trade regulations, shipping procedures, and customs requirements is an advantage.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Carolina, PR 00983 (Required)

Ability to Relocate:

• Carolina, PR 00983: Relocate before starting work (Required)

Work Location: In person

Information :

• Company : Human Coach Pro, LLC
• Position : Administrative Assistant
• Location : Carolina, PR
• Country : US