Administrative Assistant

Job Description: Administration Executive – Import & Export Operations

Job Summary

We are looking for a proactive and organized Administration Executive to manage import and export documentation, coordinate with clients and logistics partners, and ensure the timely processing and release of consignments. The ideal candidate should have sound knowledge of banking procedures related to international trade and strong administrative and coordination skills.

Key Responsibilities

* Prepare, verify, and maintain import and export documentation in compliance with applicable regulations.

* Create, issue, and manage Purchase Orders (POs) and Proforma Invoices (PIs).

* Coordinate with clients to ensure timely release and clearance of import and export consignments.

* Track shipments and monitor the movement of consignments until successful delivery.

* Liaise with freight forwarders, customs brokers, shipping lines, transporters, and other stakeholders to ensure smooth logistics operations.

* Coordinate with banks regarding trade finance documentation, including Letters of Credit (LC), bank remittances, and other import/export banking formalities.

* Maintain accurate records of shipments, documentation, and correspondence.

* Ensure compliance with company policies and government regulations related to international trade.

* Prepare operational reports and provide regular shipment status updates to management.

* Resolve documentation and shipment-related issues promptly to minimize delays.

Required Skills & Qualifications

* Bachelor's degree in Commerce, Business Administration, Logistics, Supply Chain Management, or a related field.

* 2–5 years of experience in import/export administration or logistics coordination.

* Strong knowledge of import and export documentation and shipping procedures.

* Experience in preparing and releasing Purchase Orders (POs) and Proforma Invoices (PIs).

* Understanding of international trade documentation and customs processes.

* Working knowledge of banking procedures related to import/export transactions, including LC documentation, remittances, and trade finance.

* Proficiency in MS Office, particularly Excel, and ERP/accounting software.

* Excellent communication, coordination, and organizational skills.

* Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Preferred Candidate Profile

* Experience coordinating with customs agents, freight forwarders, shipping companies, and banks.

* Strong problem-solving skills with attention to detail.

* Ability to work independently while maintaining effective coordination with internal teams and external stakeholders.