Administrative Assistant

3 weeks ago

Houston, United States QUICK USA, Inc. Full time
Position: Administrative Assistant

Location: Houston Texas

Salary & Benefits: 40K Health Insurance PTO Sick Leave

Job Summary:
Japanese Maritime Company is seeking an Administrative Assistant.

The Administrative Assistant supports the daytoday operations of the company ensuring smooth communication and efficient administrative processes. This role involves managing schedules maintaining records and providing logistical support to ensure smooth and effective business operations.

Key Responsibilities:

Administrative Support:
• Manage and maintain management’s schedules including arranging meetings appointments and travel itineraries.
• Prepare and edit correspondence reports presentations and other documents.
• Handle incoming and outgoing communications including emails phone calls and mail.
• Organize and maintain physical and electronic files and records.
• Ship Operation Schedule Management
• Data entry

Office Management:
• Ensure the smooth operation of office equipment and order supplies as needed.
• Coordinate office activities and operations to secure efficiency and compliance with company policies.
• Assist in the preparation of regularly scheduled reports.
• Support budgeting and bookkeeping procedures.

Communication and Coordination:
• Act as the point of contact between the company clients and external partners.
• Coordinate and communicate with various departments within the company to ensure aligned operations.
• Schedule and organize meetings conferences and company events.

Logistical Support:
• Support the technical team with the preparation of shipping documentation including bills of lading customs paperwork and other related documents.
• Coordinate with port authorities agents and suppliers as needed.

Qualifications:
• High school diploma or equivalent; associate's or bachelor’s degree in business administration or a related field preferred.
• Experience as an administrative assistant office assistant or relevant role.
• Familiarity with office management procedures and basic accounting principles.
• Proficiency in MS Office (MS Excel MS Word and MS Outlook in particular).
• Excellent written and verbal communication skills.
• Strong organizational and timemanagement skills.
• Attention to detail and problemsolving skills.
• Bilingual proficiency in Japanese or Spanish is a big plus

Working Hours & Conditions:
• Monday to Friday 9am5pm with one hour lunch time
• Standard office hours (No Overtime)
• Hybrid work (three days a week onsite) may be considered after the completion of the probationary period contingent upon performance.

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