Office Administration
Key Responsibilities:
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.
