Administrative Assistant – Import & Export Documentation

About the role

The Administrative Assistant – Import & Export Documentation provides essential administrative support for the NYU Project, ensuring that all import and export paperwork is accurate, complete and processed on time. This role is pivotal in maintaining smooth logistics, compliance and timely delivery of project materials and equipment.

Key responsibilities

• Prepare, review and organise import and export documents such as invoices, packing lists, permits, customs forms and certificates.
• Track document submissions, approvals, customs clearance updates and delivery confirmations.
• Coordinate with suppliers, freight forwarders, customs agents, procurement, finance and project teams to obtain required documentation.
• Monitor shipment status, delivery schedules and customs clearance, maintaining trackers and escalating issues when necessary.
• Maintain organised records of correspondence, shipment files, approvals, invoices and logistics reports.
• Draft letters, emails, forms, reports and meeting notes as required, ensuring confidentiality and easy retrieval.
• Support audit preparation by keeping complete and accurate documentation.
• Provide timely updates to internal departments and external partners on documentation status and shipment progress.

Required profile

• Strong attention to detail and ability to manage multiple documents accurately.
• Excellent organisational and filing skills.
• Good communication skills for coordinating with various stakeholders.
• Understanding of import/export procedures and customs documentation preferred.

Required skills