Administrative Assistant
BSA Solutions Inc., Philippines
Job Description
ABOUT US
BSA Solutions offers talent outsourcing services to small and medium-sized businesses. We provide access to highly skilled professionals, enabling global businesses to build their dream teams in the Philippines and Malaysia. Our vision is to create a community of successful companies where talented individuals can meet and collaborate. We encourage our talents to push their limits, embrace their potential, and passionately pursue greatness. We pride ourselves on delivering exceptional results to our clients through our personalised service and our in-depth knowledge of the markets we serve.
HEADLINE
Are you detail-oriented with a passion for European custom-designed and fine furniture? Do you have experience in managing shipments and inventory? If so, we have an exciting opportunity for you to join our valued client, a furniture retailer with showrooms in Sydney and Melbourne, Australia.
We are seeking an ADMINISTRATIVE ASSISTANT to ensure timely delivery, maintain precise records on shipments, and assist the Finance team in relation to suppliers and shipments.
This is a full-time role, Monday to Friday, Dayshift.
This is an office-based position in central Cebu City.
The expected start date is February 2024.
ABOUT THE ROLE
We are seeking an ADMINISTRATIVE ASSISTANTto join a close-knit team in Australia. Your role will involve managing communication with suppliers and freight forwarders, ensuring the purchase order's accuracy and completeness, and overseeing the shipment process. Your great work will contribute to minimising delays, reducing costs, and improving overall efficiency, which can contribute to the success and profitability of the business.
RESPONSIBILITIES
· Respond to emails received from suppliers and freight forwarders and promptly reply to any inquiries or requests they may have.
· Ensure that all purchase orders have been confirmed by the team, the information is complete, and the data is entered into the system.
· Coordinate and manage the shipment process for furniture orders, both domestically and internationally.
· Collaborate with suppliers, freight forwarders, and logistics partners to ensure timely transportation of goods.
· Prepare and organise shipping documentation, including customs paperwork for international shipments, in compliance with regulations.
· Track and monitor shipment progress, regularly updating internal teams and customers.
· Proactively address any shipment-related issues, such as delays or discrepancies, in a timely and effective manner.
· Work closely with the production team to ensure accurate packing and preparation of orders for shipment.
· Maintain accurate shipment records and update relevant systems and databases.
· Monitor transportation costs and identify opportunities for cost optimisation while maintaining quality and timeliness.
· Assist the finance team in managing accounts receivables, payables, and reconciliations.
· Stay up-to-date with industry regulations, best practices, and emerging trends in shipping and logistics.
Requirements
· Bachelor’s degree in Business Administration or similar.
· At least three (3) years in a similar role, preferably with an Australian small to mid-size company.
· Knowledge of the furniture industry is an advantage.
· Proficiency in Microsoft Office 365, particularly MS Excel, is a must.
· Strong attention to detail and exceptional analytical and problem-solving abilities.
· Excellent organisational skills with the ability to prioritise tasks, work on multiple assignments, and manage time effectively.
· Ability to work independently and collaboratively as part of a team in a fast-paced, complex process-driven industry environment.
· Strong sense of accountability and reliability to produce quality output in line with internal processes.
· Excellent verbal and written English and interpersonal skills to interact with team members effectively.
· High level of discretion and professionalism when handling sensitive financial information.
Benefits
BSA Solutions, Inc. emphasizes in:
· Providing you with competitive compensation and benefits that exceed market standards and the Labor Law.
· Ensuring your health and well-being with a comprehensive and generous HMO benefits package for you and one dependent from the start date, a 24/7 employee assistance program, mental health assistance with licensed practitioners, and in-house fitness and wellness programs.
· Encouraging you to take ownership of your choices and be accountable for your personal growth, happiness, and success.
· Challenging y