Hybrid ADMINISTRATIVE ASSISTANT (ENGLISH & PORTUGUESE) - PrideStaff

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