Administrative Assistant​/Logistics

General Position Summary
This position is responsible for coordinating and managing various office administration functions, including accounting and payroll support, day-to-day office management and reception, shipping/receiving, human resources, purchasing, and sales and service support in both US and German branch offices.

Essential Job Functions

Procurement/Logistics Management

• Ensures accurate, smooth, and efficient procurement and delivery of products and parts by overseeing staff engaged in activities such as import/export, shipping documentation, customs, brokers, government agencies, and shipping companies.
• Maintains inventory levels at an optimum level, monitoring sales trends versus inventory levels.
• Communicates with the Japan branch regarding product availability and complaints.
• Collects, reviews, and processes import, export, and shipping documentation.
• Creates reports for insurance companies.
• Prepares shipping documents in accordance with export and import regulations for export, import, and domestic shipments.
• Tracks and follows up on all shipments daily; arranges shipments to specified destinations.
• Ensures compliance with import/export documentation, packaging, and labeling requirements for each country.
• Handles physical shipment processes, including handling shipments over 100 lbs with hand tools like dollies.
• Creates shipments, securely packing products with cushions and maintaining shipping materials.
• Handles wooden crate shipments and investigates/troubleshoots shipment issues, informing management of any problems.
• Communicates with customs brokers on documentation, researching and preparing documents as needed.
• Coordinates with freight forwarders to manage shipment schedules.
• Responds to general inquiries from customers, vendors, or colleagues regarding shipments.
• Knowledge of hazardous goods is preferred.

Office Administration

• Implements management policies and procedures to improve workflow and reporting efficiency.
• Manages services such as computer and office equipment maintenance, supplies, mail, data storage, and filing.
• Manages and renews contracts with corporate service providers, including insurance, benefits, vehicles, and investments.
• Prepares and files statements and reports for government and insurance agencies as required.
• Identifies administrative needs and develops solutions or recommendations.
• Coordinates activities across departments or within the company.
• Interprets and applies relevant laws, rules, and regulations.
• Handles employee inquiries related to the Oregon branch office.