Bilingual Administrative Assistant - 5th HQ

We are seeking for an Administrative Assistant to coordinates and oversees administrative duties, to ensure that the office operates efficiently and smoothly. Provide support to the sales and operations team in accordance with the instructions of the Sales Administration Manager, Treasury Manager, and US Country Manager. Must be bilingual English and Spanish.

• Salary: $18/hr - $22/hr
• Full time / Permanent
• Health Insurance

Main duties: (*)

ORDER & CLIENT PROCESSING: Handling orders by phone, email, or mail and checking the orders have the correct prices, discounts, and product numbers. Inserting order´s (SAP), ensuring they are processed according to company rules and customer requirements, and ensuring all orders are accurate and delivered on time. Control the receipt of orders, verifying the fulfillment of provisions. Process refunds/returns and coordinate with Logistics suppliers. Managing customer accounts, following up with customers for administrative purposes, and providing troubleshooting assistance for orders, account statuses, and other problems Maintaining a database of clients and potential clients.

SHIPPING & LOGISTICS: Contact the shipping company to arrange shipping and logistics. Prepare and/or approve the necessary documents for dispatching. Follow up on the goods dispatched and address any incidents that may occur, recording the documents and movements in the corresponding systems. STOCKS: Carry out the control of the movement of stock (transfers, blocking, sources, etc.). Assist in the yearly stocktaking.

ACCOUNTING (PAYABLE & RECEIVABLE): Contact clients who are behind on payments by detecting the cause of the delay in payment, resolving incidents, and informing the Supervisor. Verifying transactions are in balance and apply to the correct account. Ensuring the balances match at the end of a particular accounting period. Management of the delivery of sales documents to customers (order confirmation, delivery notes, Invoices-credit notes)

STANDARDS: Performing data entry tasks for sales figures, metrics, and other relevant information and maintaining an organized and accessible filing system. Ensure correct use and maintenance of the tools, manuals, and/or tools required for doing the assigned tasks. Fulfill the deadlines established in those actions where it is required. Meet the requirements of the current standards related to data protection and access to information. Any other functions inherent in the post or professional area that you work in, or that you are assigned. 

Other duties: Handling administrative duties for the company and its executives and management teams. Report information in your department and/ area when required and requested. Participate in meetings of your department or area, as well as in inter-departmental meetings.