Operations Assistant

Position Overview

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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.

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Compensation: $22 - $28/hour

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Key Responsibilities

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

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