About Us
We are a growing International Freight Forwarder, NVOCC, and Consolidator specializing in Ocean and Air Freight services. We are seeking a highly organized, detail-oriented, and motivated Manager Assistant, Office Assistant / Coordinator to join our team. The ideal candidate is proactive, able to multitask in a fast-paced environment, and has experience in logistics, freight forwarding, or supply chain operations.
Responsibilities
Administrative Support
- Manage the Manager's daily agenda, reminders, follow-ups, and task lists.
- Answer incoming phone calls and respond to customer emails professionally and promptly.
- Maintain organized records, files, invoices, permits, and company documentation.
- Keep Excel spreadsheets and internal databases updated.
- Organize office and warehouse supplies.
- Purchase office, warehouse, and supermarket supplies as needed.
- Schedule vacations, holidays, and permit renewal dates.
- Obtain county and city permits.
- Maintain accurate records of paid invoices and company expenses.
- Ensure our permits and certificates are updated at all times.
Logistics & Freight Operations
- Coordinate domestic and international Ocean and Air Export shipments.
- Issue Air Waybills (AWB) and Bills of Lading (BOL).
- Book shipments with airlines, maritime lines, and trucking companies.
- Manage Pick, Pack & Ship operations (3PL).
- Coordinate with overseas agents and international clients regarding shipment status, pre-alerts, documentation, and rate requests.
- Submit AES filings and ensure compliance with U.S. export regulations.
- Ensure documentation complies with TSA and U.S. Customs & Border Protection (CBP) requirements.
- Handle billing, collections, and customer invoicing.
- Assist with General Cargo and Dangerous Goods (DG/Hazardous Materials) shipments.
Team Support
- Assist management with day-to-day operational needs.
- Help train and support team members when needed.
- Identify opportunities to improve office efficiency and workflow.
- Perform additional administrative and operational duties as assigned.
Qualifications
Required
- Minimum 2 years of experience in Freight Forwarding, Logistics, Shipping, Import/Export, or Supply Chain.
- Bilingual in English and Spanish (spoken and written).
- High School Diploma or equivalent.
- Strong Microsoft Office skills, particularly Excel, Outlook, and Word.
- Excellent organizational and time management skills.
- Strong communication and customer service abilities.
- Ability to multitask and prioritize in a fast-paced environment.
- Exceptional attention to detail and accuracy.
- Ability to maintain confidential information with discretion.
- Reliable transportation.
- Strong work ethic, professionalism, and dependability.
Preferred
- Experience with Magaya Software.
- Experience in 3PL (Third-Party Logistics).
- Experience with Air & Ocean Freight exports.
- Knowledge of AES filings, TSA, and CBP regulations.
- Experience handling Dangerous Goods (DG/Hazardous Materials).
- Previous leadership or employee training experience.
Skills We Value
- Problem-solving mindset
- Strong organizational skills
- Ability to meet deadlines
- Ability to work independently and within a team
- Critical thinking
- Excellent customer service
- Ability to meet deadlines
Pay: From $4,000.00 per month
Work Location: In person
