Administrative Assistant

Position Title: Administrative Assistant (Accounting & Logistics Support)

Department: Administration / Operations

Reporting to: Korean Management / Regional Manager

Location: Istanbul, Türkiye

Work Type: On-site / Commuting

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Position Summary

The Administrative Assistant will support the Korean management team in Istanbul by managing coordination with external accountants for fiscal and tax reporting, overseeing logistics and import activities with freight forwarders, and ensuring smooth daily office operations. This role will also assist the sales team with lead compilation, data management, and reporting tasks.

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Key Responsibilities

1. Accounting & Financial Coordination

Act as the main point of contact between the company and external accounting firms.

Support monthly, quarterly, and annual fiscal reporting, including document preparation for VAT, withholding tax, and corporate tax filings.

Manage invoice and expense records, ensure proper documentation for payments, and track reimbursements.

Assist in maintaining payroll data and ensure compliance with Turkish accounting regulations.

Prepare simple internal summaries and reports for Korean management.

2. Logistics & Import Coordination

Coordinate with freight forwarders, customs brokers, and suppliers for import shipments.

Prepare import-related documents (commercial invoices, packing lists, ATR, Certificate of Origin, etc.).

Track shipment status and delivery schedules; communicate proactively with HQ and the local office.

Support customs clearance and maintain all logistics records.

3. Office & Sales Administrative Support

Handle daily administrative tasks, including office supplies, vendor communication, and meeting arrangements.

Support the sales team by compiling and maintaining lead and client data in CRM or Excel.

Assist with quotation preparation, data entry, and internal sales reporting.

Facilitate communication between the Istanbul office, Korean management, and headquarters.

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Qualifications

Education: Bachelor’s degree in Business Administration, Accounting, or related field.

Experience: Minimum 3 years of experience in office administration, with significant involvement in accounting coordination or financial documentation.

Language Skills:

English: Proficient (required)

Korean: Advantageous for internal communication

Turkish: Fluent (required for liaising with local accountants and logistics partners)

Technical Skills:

Strong proficiency in MS Excel, Word, and Outlook.

Experience with ERP systems (Odoo, SAP, or similar) preferred.

Familiarity with basic accounting and import procedures in Türkiye.

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Competencies

High attention to detail and accuracy in documentation.

Strong communication and coordination skills across local and Korean teams.

Ability to manage multiple tasks and meet reporting deadlines.

Professional and proactive working attitude with a sense of responsibility.