Logistics Management Assistant

I. POSITION OVERVIEW

TOLEAD Logistics is seeking a Logistics management Assistant to provide direct support to the Management Board across operational coordination, administration, finance, and customer-related activities. This position plays a crucial role in ensuring smooth operations, maintaining service quality standards, and supporting business development initiatives.

The ideal candidate is detail-oriented, proactive, communicative, and fluent in English, with the ability to handle a wide range of tasks in a fast-paced air-logistics environment.

II. KEY RESPONSIBILITIES

1. Executive & Management Support

• Provide daily support to the Management Board in operational and managerial activities.

• Track progress of key tasks and projects; ensure timely follow-ups.

• Prepare weekly/monthly/quarterly reports and analytical summaries to support management decisions.

• Draft internal documents: announcements, memos, meeting materials, and minutes.

• Coordinate cross-department communication to ensure consistent and accurate information flow.

2. Administrative Management

• Manage company documents, contracts, legal records, and filing systems.

• Coordinate office operations: office supplies, equipment, and third-party services (maintenance, cleaning, etc.).

• Arrange meetings, schedules, and business trips for internal and external activities.

• Support recruitment logistics (interview scheduling, document preparation, record keeping).

• Assist with internal communications through emails and notices.

3. Finance & Basic Accounting Support

• Track operational expenses, collect and verify invoices, and coordinate monthly reconciliation.

• Prepare cost reports, monitor budgets, and propose cost-optimization solutions.

• Work with vendors on contract follow-ups, payment schedules, and documentation.

• Verify accounting documents before submitting to relevant departments.

• Support internal control tasks assigned by the Management Board.

4. Sales & Customer Support

• Attend meetings with potential and existing clients together with the Management Board.

• Prepare company profiles, proposals, and service introduction materials.

• Maintain and update the customer/lead list; support follow-ups after meetings.

• Coordinate with the operations team to ensure service delivery meets commitments.

• Collect customer feedback, propose improvements, and monitor issue resolution.

5. Other Tasks

• Propose initiatives to improve processes, reduce errors, and enhance operational efficiency.

• Perform additional ad-hoc tasks assigned by the Management Board.

1. Qualifications & Experience

• Fluent in English (speaking, reading, writing).

• College/University degree in Business Administration, Logistics, Finance, Economics, or related fields.

• Minimum 1–3 years of experience in administration, finance, coordination, or assistant roles.

• Experience in logistics is an advantage.

2. Skills

• Proficient in MS Office, especially Excel (pivot tables, basic calculations) and PowerPoint.

• Strong organizational and multitasking abilities.

• Effective communication, logical thinking, and problem-solving skills.

• Capable of preparing reports and summarizing information clearly.

3. Personal Attributes

• Detail-oriented, honest, responsible, and professional.

• Proactive, adaptable, and eager to learn in a dynamic logistics environment.

• Strong sense of confidentiality and team spirit.

• Positive working attitude and high commitment.