Description

Position Summary:

The Back Office Assistant supports day-to-day   operations by maintaining accurate data, assisting with inventory tracking,   and ensuring timely communication with internal teams and customers. This   role plays a critical part in keeping operational information organized, up   to date, and reliable to support production and logistics activities.

Duties/Responsibilities:

· Oversee and   optimize inventory management processes to maintain accurate stock levels,   minimize waste, and ensure timely deliveries. 

· Coordinate with vendors and manage the supply chain to ensure a seamless   flow of materials and goods. 

· Handle import/export and domestic freight logistics, including   coordinating shipments and managing related documentation. 

· Process paperwork and system receiving of inventory and machine parts   accurately and efficiently. 

· Maintain effective communication with domestic and overseas vendors to   facilitate procurement and resolve issues. 

· Ensure compliance with company policies and industry regulations in all   back-office activities. 

· Prepare and present regular reports on office performance.

· Manage back-office workload to ensure outbound orders are filled   accurately and in time for shipment to customer.

· Manage incoming shipments, arrangement of deliveries, pickup of dropped   ocean containers without incurring demurrage fees.

· Negotiate with vendors to reduce fees and/or penalties. 

· Communicate with customers regarding ETAs, drop fees, and demurrage of   DDP containers from overseas sister company.

· Maintain a well-organized workspace and manage documents and tasks.

· Work independently to solve problems, make decisions, and execute tasks   while collaborating effectively with team members and other departments. 

· Performs other related duties, as assigned. 

Requirements

• High School diploma or equivalent is required; additional education or training is a plus.
• Excel proficiency required (ability to update trackers, basic formulas, and organize data) 
• Experience in warehouse, manufacturing, or logistics environment preferred 
• Strong attention to detail and accuracy in data entry and inventory tracking 
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment 
• Basic professional communication skills (written and verbal) 
• Comfortable working in a manufacturing / warehouse environment
• Proficiency in using office software (e.g., Microsoft Office Suite, Outlook).
• Excellent written and verbal communication skills.
• Ability to work independently and prioritize tasks effectively.
• Basic knowledge of office equipment and procedures.