Administrative Assistant

Overview

Responsibilities

• Track international purchase orders from supplier shipment through final delivery
• Monitor key transit milestones, including factory ship dates, port departures, customs clearance, and domestic delivery
• Communicate with suppliers, freight forwarders, and customs brokers to confirm shipment status and resolve issues
• Identify late or at-risk shipments and escalate concerns to buyers or supply chain teams
• Update shipment details, timelines, and notes in ERP and tracking systems
• Review shipping documents (commercial invoices, packing lists, bills of lading) for accuracy
• Support import compliance by ensuring required documentation is completed and submitted
• Coordinate with internal teams (procurement, inventory, logistics, accounts payable) to support receiving and payment processes
• Maintain organized shipment records and provide clear status updates

Required Qualifications

• 1 3 years of experience in expediting, logistics, supply chain, or import operations (internship experience acceptable)
• Basic understanding of international shipping and import processes
• Strong communication and follow-up skills across internal and external stakeholders
• High attention to detail and ability to manage multiple priorities
• Proficiency in Microsoft Excel and Outlook
• Ability to work independently in a fast-paced environment

Preferred Qualifications

• Experience working with imported products (ocean or air freight)
• Familiarity with Incoterms, customs clearance, and freight documentation
• Experience using ERP systems or supply chain tracking tools
• Prior experience working with freight forwarders or customs brokers