Operations Assistant

Position Overview

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. Associates 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