Hybrid ADMINISTRATIVE ASSISTANT

2 months ago


Miami, United States PrideStaff Full time
Hybrid ADMINISTRATIVE ASSISTANT (ENGLISH & PORTUGUESE)

ABOUT COMPANY:

  • Small e-commerce company in the USA with HQ's in Brazil.
  • Development of analytical processes, clinical, biological, chemical and phytotherapy research, production of raw materials, pharmaceuticals, cosmetics and functional foods.
  • With over 40 products worldwide in specialties of Pediatrics, Internal Medicine and Gynecology.
REQUIREMENTS:
  • Fluency in English & Portuguese (read, write & speak), Spanish is a Plus
  • At least 2 years of Administrative/Office Assistant experience.
  • Proficiency in Google Workspace. QuickBooks is a PLUS
RESPONSIBILITIES:
  • Handle telephone - record date, shift, name, subject, request or action required
  • Schedule meetings and events, take minutes, send notes and follow up emails
  • Receive invoices from suppliers by email, name them and save them in a dedicated folder on the drive shared with accounting firm
  • Record accounts payable, create accounts receivable - QuickBooks; follow up with clients, suppliers and partners when needed
  • Prepare correspondence, track incoming and outgoing correspondence
  • Ensure related documents are properly organized physically and digitally
  • Prepare a list of invoices to be paid and send them to the manager
  • Access the marketplace platform, generate monthly transaction and tax reports, name them and save them in a dedicated folder on the drive shared with accounting firm.
  • Access the inventory platform and report when it reaches the order point defined by the manager
  • Update the inventory spreadsheet according to the monthly sales volume
  • Participate in biweekly ecommerce management meetings, compile notes and follow up on decisions made via email
  • Communicate with the logistics third party to carry out the shipments requested by the marketplaces
  • Assist with all the documentation necessary to carry out the shipments
  • Assist with the exchange of digital documents with external agents
  • Assist the ecommerce team with files, documents and basic updates
POSITION DETAILS:
  • Reporting to executive, tasks focus on the needs of a small e-commerce business, ensuring smooth operations, customer satisfaction, and effective support for marketing and sales initiatives.
  • Hybrid - At least 1-2 days in office per week at Miami downtown office
  • Schedule: Monday - Friday

Compensation / Pay Rate (Up to): $19.00 - $24.00 Per Hour

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