Administrative Assistant (Remote)

Seeking an experienced administrative assistant

With over 25 years of experience, we welcome you to join our small professional services firm. Experience a supportive and positive work environment where teamwork and diversity thrive.

We are seeking a person who has desire for professional growth. The Administrative Assistant will be responsible for managing accounts receivables and processing collections, HR matters and all while serving as a backup to customer service in operations. Additionally, the ideal candidate should have excellent organizational skills, time management abilities, analytical capabilities, attention to detail, advanced MS Office skills, and a friendly technology-focused personality. Specific training will be provided for the systems and tasks required for this role.

We offer a base salary between USD 500.00$900.00 a month. Flexible work-life balance, paid time off, year-end bonuses and even a day off on your birthday.

DUTIES AND RESPONSIBILITIES

• Monitor email account for any new communications.

• Schedule Appointments in events/confers/seminars.

• Follow up with the CEO pending tasks and calendar

• Manage and process incoming invoices and payment transactions.

• Serve as a backup for operational systems.

• Keep accurate and up-to-date records of all invoices and related documents.

• Communicate effectively with the team to report any issues or irregularities in the invoicing and payment process.

• Collaborate with other departments to ensure efficient administrative processes.

• Attend incoming calls and schedule appointments or route them to the appropriate person.

• Create templates for quotes, letters, reports, amount others.

• Develop some others administrative projects.

• Responsible for attending incoming calls and scheduling appointments or routing them to the correct person.

• Organize workspace in the cloud and check for issues.

• Develop procedures presentation and flowcharts.

YOUR DAILY TASKS

• Control the workers assistance calendar.

• Register new clients on our billing software.

• Email invoices

• Attending incoming calls and schedule appointments or routing them to the correct department

• Schedule and coordinate staff and other meetings

• Edit excel spreadsheet for better visual viewing

• Develop tasks direct assigned for you supervisor.

YOUR WEEKLY TASKS

• Register company invoices on the Company finances Spreadsheet.

• Register client’s invoices on the Company finances Spreadsheet.

• Handle billing matters and follow up.

• Verify that all the workers register correctly the updates on project pro and update to do list

• Develop tasks direct assigned for you supervisor.

• Others assigned by the supervisor.

YOUR MONTHLY TASKS

• Verify that all the invoices are complete, registered and update for measure.

• Collect workers invoices for payment.

• Edit contracts templates.

• Help with folder organization.

• Help to test operational systems to control organization process

BE THE BACKUP OF:

• Pipedrive (CRM)

• Zapier (Integration system)

• Ring Central (Phone system)

• Azure (Virtual Machines)

• MS 365 (Handle the communication with Support)

EDUCATION REQUIREMENTS

• Bachelor’s degree in business administration, accounting or a related field is required.

• Advance knowledge on Office tools and Microsoft 365. (Required)

• Advance knowledge about VBA – Macros (Desirable)

• English Level: Advanced. (Required)

EXPERIENCE REQUIREMENTS

• 4+ years of previous administrative experience, preferably in collecting processing and an operational area (Required).

• General experience or knowledge about accounting services, taxes, finance or related (Desirable)

• + 1.5 year of experience managing software such as CRM, integration software, phone system, MS 365, amount others as an administrator or 3 years as a user (Required).

KEY COMPETENCIES

• Excellent organizational skills, time management abilities, and analytical capabilities.

• Strong attention to detail and advanced MS Office skills.

• Knowledge and experience with technology.

• Excellent verbal and written communication skills.

• Flexibility and the ability to work well in a team environment.

• The ability to develop the work accurate and meet deadlines.

• Good customer service and interpersonal skills

• Good judgment and problem-solving skills

• Proactive

• Technology skills