Office Administrator

Job Title: Office Administrator
Location: Gourmet House Caviar – California Warehouse
Department: Administration
Reports To: Operations Manager

Job Overview

Gourmet House Caviar is seeking a highly organized and detail-oriented Office Administrator to oversee the daily administrative operations of our California warehouse. The Office Administrator will be responsible for managing office procedures, coordinating internal communications, handling customer and vendor interactions, and ensuring efficient office functioning. Additionally, this role will play a key part in coordinating and managing the importing and exporting process for our luxury caviar products, ensuring compliance with all U.S. and international trade regulations.

Key Responsibilities

Administrative Support

• Oversee and manage daily office operations to ensure smooth and efficient functioning.
• Manage office supply inventory and place orders as needed.
• Develop and maintain organized filing systems (digital and physical).
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Prepare reports, presentations, and other business documents as required.
• Act as the primary point of contact for internal and external stakeholders.
• Manage office equipment and liaise with vendors for maintenance and repairs.

Importing and Exporting Coordination

• Prepare and process all import and export documentation (e.g., commercial invoices, packing lists, certificates of origin, health certificates, and other required permits).
• Work closely with freight forwarders, customs brokers, and government agencies to ensure smooth clearance of shipments.
• Ensure compliance with U.S. Customs and Border Protection (CBP) and FDA import/export regulations for seafood and luxury food products.
• Monitor shipment schedules and ensure timely delivery of products to domestic and international markets.
• Handle import permits, and related documentation to prevent shipment delays.
• Track and report import/export costs and prepare monthly shipping and logistics reports.
• Ensure proper labeling and packaging of products in accordance with international shipping standards.
• Maintain a database of import/export transactions for record-keeping and compliance audits.
• Investigate and resolve shipping issues or delays with carriers and customs authorities.

Accounting & Financial Administration

• Process invoices, purchase orders, and expense reports accurately and in a timely manner.
• Support the finance department with data entry and reconciliation of accounts.
• Monitor and manage petty cash and office-related expenses.
• Assist with payroll processing and employee expense reimbursements.
• Track import/export-related costs and reconcile them with financial records.

HR & Employee Support

• Maintain employee records and ensure confidentiality.
• Assist with onboarding and offboarding processes for employees.
• Coordinate employee schedules and vacation requests.
• Organize employee training sessions and ensure compliance with company policies.
• Handle confidential information with discretion.

Logistics Coordination

• Coordinate shipping and receiving documentation, including customs paperwork and product inventory tracking.
• Maintain accurate records of inventory and product movements.
• Work closely with the warehouse team to ensure efficient order processing and shipping.
• Assist with inventory audits and stock reconciliation.
• Oversee the proper storage and handling of products to maintain quality and freshness during transport.

Customer and Vendor Relations

• Manage customer and vendor inquiries with professionalism and efficiency.
• Coordinate order processing, invoicing, and follow-ups with customers.
• Resolve customer service issues or escalate them to the appropriate department.
• Build and maintain strong relationships with vendors and service providers.
• Ensure that vendors and shipping partners comply with the company's quality and delivery standards.

Compliance & Record Keeping

• Ensure all administrative processes comply with company policies and industry regulations.
• Ensure proper record-keeping of import and export documentation for compliance with FDA, USDA, and CBP regulations.
• Maintain records required for FDA, USDA, and HACCP compliance.
• Keep track of expiration dates and required renewals for permits, licenses, and certifications.
• Prepare and submit required reports to regulatory agencies and management.

Qualifications & RequirementsEducation and Certifications:

• Bachelor’s degree in Business Administration, Office Management, International Trade, or a related field (preferred).

Experience:

• Minimum of 3–5 years of experience in an administrative role, preferably in the food or luxury goods industry.
• Experience working with accounting and financial systems.
• Experience in customer service and vendor management.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Knowledge of accounting software (e.g., QuickBooks or SAP) is a plus.
• Familiarity with international trade regulations and shipping documentation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving skills and the ability to work under pressure

Work Environment

• Office-based role with occasional time spent in the warehouse.
• Must be able to lift and carry office supplies (up to 25 lbs).
• Flexible work hours may be required to meet business needs and accommodate international shipping schedules.

Compensation and Benefits

• Competitive salary based on experience.
• Health, dental, and vision benefits.
• 401(k) matching program.
• Paid time off and company holidays.

Job Type: Full-time

Pay: $22.96 - $24.22 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $23 - $24