Back Office Assistant

Job Description

Job Description

Description:

Position Summary:

The Back Office Assistant supports day-to-day operations by maintaining accurate data, assisting with inventory tracking, and ensuring timely communication with internal teams and customers. This role plays a critical part in keeping operational information organized, up to date, and reliable to support production and logistics activities.

Duties/Responsibilities:

· Oversee and optimize inventory management processes to maintain accurate stock levels, minimize waste, and ensure timely deliveries.

· Coordinate with vendors and manage the supply chain to ensure a seamless flow of materials and goods.

· Handle import/export and domestic freight logistics, including coordinating shipments and managing related documentation.

· Process paperwork and system receiving of inventory and machine parts accurately and efficiently.

· Maintain effective communication with domestic and overseas vendors to facilitate procurement and resolve issues.

· Ensure compliance with company policies and industry regulations in all back-office activities.

· Prepare and present regular reports on office performance.

· Manage back-office workload to ensure outbound orders are filled accurately and in time for shipment to customer.

· Manage incoming shipments, arrangement of deliveries, pickup of dropped ocean containers without incurring demurrage fees.

· Negotiate with vendors to reduce fees and/or penalties.

· Communicate with customers regarding ETAs, drop fees, and demurrage of DDP containers from overseas sister company.

· Maintain a well-organized workspace and manage documents and tasks.

· Work independently to solve problems, make decisions, and execute tasks while collaborating effectively with team members and other departments.

· Performs other related duties, as assigned.

• High School diploma or equivalent is required; additional education or training is a plus.
• Excel proficiency required (ability to update trackers, basic formulas, and organize data)
• Experience in warehouse, manufacturing, or logistics environment preferred
• Strong attention to detail and accuracy in data entry and inventory tracking
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Basic professional communication skills (written and verbal)
• Comfortable working in a manufacturing / warehouse environment
• Proficiency in using office software (e.g., Microsoft Office Suite, Outlook).
• Excellent written and verbal communication skills.
• Ability to work independently and prioritize tasks effectively.
• Basic knowledge of office equipment and procedures.