Office Administration Specialist

Position Overview

We are seeking a detail-oriented and versatile Office Administration Specialist to join our team. This role combines traditional administrative responsibilities with modern technological proficiency, supporting our operations through effective customer service, financial management and process optimization. The ideal candidate will be comfortable working with both established business systems and emerging AI technologies to enhance productivity and service delivery.

Key Responsibilities

• Manage daily administrative operations and maintain organized filing systems for import/export documentation
• Process and maintain accurate financial records using Accounting System, including invoicing, accounts payable and accounts receivable
• Provide exceptional customer support via phone, email and in-person interactions
• Prepare and review import/export documentation, including bills of lading, commercial invoices and customs declarations
• Coordinate with freight forwarders, customs brokers and shipping carriers
• Utilize AI tools and software to automate routine tasks and improve operational efficiency
• Assist in tracking shipments and updating customers on delivery status
• Maintain customer databases and ensure accurate contact information
• Support management with reports, presentations and special projects
• Handle correspondence and communications with vendors and business partners

Required Qualifications

• High school diploma required; Associate’s degree in Business Administration, Logistics or related field preferred
• Minimum 2 years of office administration experience, preferably in logistics, freight forwarding or international trade
• Proficiency in accounting software 
• Demonstrated experience with import/export procedures and documentation
• Strong customer service background with excellent communication skills
• Experience using or willingness to learn AI-powered productivity tools and software
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Required Skills

Technical Skills:

• Knowledge of import/export regulations, customs procedures and trade documentation
• Familiarity with logistics software and shipment tracking systems
• Comfort with AI tools for task automation and efficiency improvement
• Strong data entry accuracy and attention to detail

Soft Skills:

• Excellent verbal and written communication skills
• Strong problem-solving abilities and analytical thinking
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor and customer-focused attitude
• Adaptability and openness to learning new technologies
• Strong organizational skills and time management

What We Offer

• Competitive salary commensurate with experience
• Comprehensive health insurance package
• Paid time off and holiday benefits
• Professional development opportunities and training programs
• Modern office environment with latest technology and AI tools
• Collaborative team culture that values innovation and continuous improvement
• Opportunities for career advancement within a growing company
• Flexible work arrangements and work-life balance support
• Employee recognition programs and performance-based incentives
• Access to industry conferences and continuing education resources