Our client an import-export company, is currently seeking to hire a Shipping and Admin Assistant.
Responsibilities
- Handling the work related to shipping of goods (exports / imports) by air using FedEx, UPS, and other freight forwarders in coordination with Sales, Warehouse and finance.
- Daily office clerical duties, such as filing, office expenses, etc. related as reception.
- Online declaration of insurance related to goods.
- Annual renewal of BR and Hong Kong trade licenses, etc.
ESSENTIAL FUNCTIONS:
Shipping Part
- After getting the export order from Sales team, check the price/rates from Forwarder or Courier company and then place the booking order.
- Arranging/booking the transport from warehouse to airport or other warehouses.
- Payment of FedEx/courier companies – get the invoice, check it with the rates, input the invoice in the system. By end of the month, follow up to ensure the payment is done. Send payment advice to FedEx/courier companies.
- Fill necessary custom related Import / Export declaration forms.
- To do insurance of goods, if required (in case of high value goods).
- Coordination of shipments in case goods are moving from second country to third country and goods are not coming to Hongkong in transit.
Licenses
- To ensure licenses are renewed on time.
- Business Registration License of different entities .
- Radio Dealer License .
- Textile Trader Registration.
Administration
- To maintain office equipment’s and arranging stationery and pantry items.
- Handling incoming and outgoing couriers such as FedEx and SF, incoming fax– tie up with a courier company.
- Make payments through Alipay and cheques for petty expenses and enter the payments into the system.
- Ensuring contracts of Internet, mobile, landline connections are in place and timely payment of those.
- Ticketing/hotel/visa bookings, if required.
- Assisting in celebrations, gifting, etc, if required.
- Preparing sales invoice.
- Filing of documents.
- Making system entry for all purchases of goods.
- Issuing Debit note/Credit note, in case required.
Documentation
- Preparing sales invoice.
- Filing of documents.
- Making system entry for all purchases of goods.
- Issuing Debit note/Credit note, in case required.
Requirements
Education:
- High School Diploma.
Experience:
- At least 4 years of experience in secretarial/ administrative work.
- Working knowledge of Microsoft Office, Word, Excel, Outlook, Email.
Preferred Skills/Qualifications:
- Fluent in Mandarin, Cantonese and English (both written & verbal).
- Positive working attitude, cheerful and spontaneous.
- Understand and perform tasks in a timely manner.
- Detail-oriented and able to multi-task.
