Administrative Support Specialist- Importer of Record

Job Summary: We’re looking for a highly organized and dependable Administrative Support Specialist to assist our Importer of Record team. This role provides essential day-to-day administrative support to help ensure smooth coordination across a range of services — from documentation and compliance tracking to invoicing and reporting. You'll play a key role in keeping internal processes on track, maintaining documentation accuracy, and ensuring timely support for both team operations and client needs. 

Supervisory Responsibilities: 

• None. 

Duties/Responsibilities: 

• Provide administrative support across logistics, trade compliance, and tax-related functions. 

• Assist with gathering, reviewing, and maintaining accurate documentation for import/export licenses, permits, and compliance files. 

• Help monitor internal deadlines and follow up with stakeholders to ensure timely submission of documents and approvals. 

• Support the invoicing process by tracking deliverables and coordinating with internal teams to ensure timely and accurate billing. 

• Maintain records and logs related to shipping activities, inventory, and service requests. 

• Prepare and format reports, presentations, and internal summaries to support decision-making and performance tracking. 

• Coordinate information flow between teams handling customs compliance, VAT/GST processes, duty classification, and local trading regulations. 

• Help manage shared inboxes, task tracking, and calendar scheduling for the team as needed. 

Required Skills/Abilities: 

• Strong organizational skills with attention to detail and accuracy. 

• Ability to manage multiple priorities and deadlines in a fast-paced environment. 

• Excellent written and verbal communication skills. 

• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with ERP, logistics, or invoicing systems is a plus. 

• A proactive, collaborative mindset and willingness to learn. 

Education and Experience: 

• High school diploma or equivalent required. 

• 2+ years of experience in an administrative, logistics, or compliance support role. 

• Experience in Warehousing, Inventory management, Procurement, or Logistics and Distribution is preferred. 

• Customer-focused service industry experience is a plus. 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer.