Administrative Assistant /Logistics

Interplace, Inc.; Portland (OR); On-site; USD 40,000 - 60,000; Full time

Job summary

A leading company in the region is looking for a dedicated office administration coordinator responsible for logistics and procurement across branches in the US and Germany. The role involves overseeing daily operations, managing office functions, and ensuring compliance with regulations. Candidates should possess strong organizational and communication skills to handle diverse tasks, from inventory management to documentation. This role offers an excellent opportunity for growth within a dynamic environment.

Qualifications

• Experience in coordinating office functions and logistics.
• Knowledge of import/export processes preferred.
• Strong problem-solving skills and ability to manage multiple tasks.

Responsibilities

• Manage procurement and logistics to ensure smooth operations.
• Oversee daily office administration tasks.
• Communicate effectively with Japanese branch regarding inventory and issues.

Skills

Organizational Skills

Communication

Problem Solving

Knowledge of Regulations

Logistics Management

Job description

General Position Summary
This position is responsible for coordinating and managing various office administration functions, including accounting and payroll support, day-to-day office management and reception, shipping/receiving, human resources, purchasing, and sales and service support in both US and German branch offices.

Essential Job Functions

Procurement/Logistics Management

• Ensures accurate, smooth, and efficient procurement and delivery of products and parts by overseeing staff engaged in activities such as import/export, shipping documentation, customs, brokers, government agencies, and shipping companies.
• Maintains inventory levels at an optimum level, monitoring sales trends versus inventory levels.
• Communicates with the Japan branch regarding product availability and complaints.
• Collects, reviews, and processes import, export, and shipping documentation.
• Creates reports for insurance companies.
• Prepares shipping documents in accordance with export and import regulations for export, import, and domestic shipments.
• Tracks and follows up on all shipments daily; arranges shipments to specified destinations.
• Ensures compliance with import/export documentation, packaging, and labeling requirements for each country.
• Handles physical shipment processes, including handling shipments over 100 lbs with hand tools like dollies.
• Creates shipments, securely packing products with cushions and maintaining shipping materials.
• Handles wooden crate shipments and investigates/troubleshoots shipment issues, informing management of any problems.
• Communicates with customs brokers on documentation, researching and preparing documents as needed.
• Coordinates with freight forwarders to manage shipment schedules.
• Responds to general inquiries from customers, vendors, or colleagues regarding shipments.
• Knowledge of hazardous goods is preferred.

Office Administration

• Implements management policies and procedures to improve workflow and reporting efficiency.
• Manages services such as computer and office equipment maintenance, supplies, mail, data storage, and filing.
• Manages and renews contracts with corporate service providers, including insurance, benefits, vehicles, and investments.
• Prepares and files statements and reports for government and insurance agencies as required.
• Identifies administrative needs and develops solutions or recommendations.
• Coordinates activities across departments or within the company.
• Interprets and applies relevant laws, rules, and regulations.
• Handles employee inquiries related to the Oregon branch office.