Hybrid ADMINISTRATIVE ASSISTANT
2 months ago
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.
- 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
- 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
- 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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