Operations Assistant

GC Aluminum, Inc.; Burlingame (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

GC Aluminum, Inc. in Burlingame, CA is seeking a junior Operations Assistant to support day-to-day manual-based activities across multiple departments, primarily Logistics & Accounting.

You will handle data entry, document review, and vendor communications while using QuickBooks and other company platforms. The role requires strong listening, detail orientation, and the ability to manage competing priorities with proactive communication and problem-solving.

Qualifications

• High school diploma or equivalent required.
• 0-2 years of administrative, operations, bookkeeping or office coordination experience preferred (internships accepted).
• Proficiency with spreadsheets (Excel, Google Sheets) and Microsoft Office; QuickBooks or similar software preferred.

Responsibilities

• Monitor and respond to emails from customers and vendors in a timely, professional manner.
• Prepare shipping and logistics documents (BOL, 7501, ISF filings, packing lists, POs, invoices).
• File documents in designated locations per filing standards; maintain organization.
• Maintain positive relationships with customers and freight forwarders with clear order status communication.
• Track and update order/shipment status and production schedules across systems.
• Data entry using QuickBooks, spreadsheets, and company platforms.
• Manage ad-hoc project timelines and communicate progress; flag delays early.
• Handle multiple tasks across departments with accuracy and follow-through.

Skills

Communication

Detail oriented

Organizational skills

Problem solving

Multitasking

Process improvement

Bilingual Cantonese/Mandarin

Education

High school diploma or equivalent

Associate’s degree in business/ accounting/ finance/ operations (preferred)

Tools

Excel

Google Sheets

Microsoft Office Suite

QuickBooks

Job description

We are seeking a junior Operations Assistant to support day-to-day manual-based activities across multiple departments, but primarily our Logistics & Accounting department. We need someone who has a wide range of experience in administrative tasks: data entry, reviewing and preparing documentation, email communication with vendors, using Quickbooks and ad-hoc projects. Success in this role requires excellent listening skills, the ability to follow and retain instructions, is detail-oriented, strong written and verbal communication, strong decision making and problem-solving skills, and a highly organized approach to managing competing priorities.

Compensation: $22 - $28/hour

Key Responsibilities

• Monitor, triage, and respond to emails from customers and vendors (including freight forwarders, suppliers) in a timely and professional manner
• Retrieve, verify, and prepare shipping and logistics documents and handoff to the appropriate team members or vendors, including: BOL, 7501, ISF filings, packing lists, POs, and invoices
• Print, re-verify, and file documents in designated hard-copy and digital file locations in accordance with company filing standards
• Maintain positive, proactive relationships with customers and freight forwarders; provide clear and accurate communication on order status, shipment issues and open items
• Track and update order and shipment status, and production schedule records across relevant systems
• Perform data entry using QuickBooks, spreadsheets, and company platforms
• Manage assigned ad-hoc project timelines and tasks; communicate progress and flag delays proactively
• Navigate multiple concurrent tasks and shifting priorities across departments without losing accuracy or follow-through

Qualifications

• High school diploma or equivalent required. Associate’s degree in business administration, accounting, finance, operations or related field preferred.
• 0-2 years of experience in administrative, operations, bookkeeping or office coordination preferred (internships acceptable)
• Basic proficiency with spreadsheets (Excel, Google Sheets), Microsoft Office Suite, Google Workspace; basic proficiency with Quickbooks or similar is preferred
• Exemplifies the company values: customers first, integrity team work, positive attitude, respect, innovation, result driven, value added, social responsibility
• Quickly assesses situations, makes sound decisions, recognizes priorities, and escalates appropriately
• Meticulous attention to detail and ability to stay organized while managing multiple tasks and priorities across departments.
• Identifies opportunities to streamline routine tasks; brings a process-improvement perspective to day-to-day work
• Exposure to logistics, freight, import/export, or supply chain environments is a plus
• Bilingual in Cantonese and/or Mandarin is preferred