Office Administration

Job Description :

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.