Administrative Coordinator

Description

Job Summary: We are seeking a proactive and organized administrative anchor to manage collections, invoicing, and daily operations at a food distribution company. Key Highlights: 1. A role with real autonomy in a growing company 2. A direct work environment where your impact is noticeable 3. A stable position with opportunity to grow alongside the business **ABOUT PANACHE** We are a food distributor specializing in premium products in CDMX — truffles, caviar, premium oils, preserved goods, and more. We serve high-end restaurants and hotels. We are a small team, operate quickly, and every individual has a real impact on the business. **THE ROLE** We seek someone who will serve as the administrative anchor of the business — an organized, proactive, and discerning individual capable of managing both daily operations and collections follow-up. This is not a passive support role. Here, decisions are made, problems are solved, and everything stays in order without anyone telling you what to do. Collections is a core responsibility — we need someone who knows the accounts receivable portfolio, understands who owes what and since when, and possesses the character to conduct direct follow-up when payments are overdue. **RESPONSIBILITIES** * Active management of accounts receivable — current, overdue, and at-risk portfolios * Direct follow-up with clients regarding pending payments * Daily invoicing, uploading invoices to payment portals, and archiving CFDIs * Downloading bank statements and applying payments in the system * Issuing payment complements (CFDI 4\.0\) * Coordination with external accounting team for monthly closing * Administration of documentation, contract management, and insurance oversight * Procurement of office supplies and materials * Administrative onboarding support for new employees * Expense management and reimbursement processing * Weekly accounts receivable reporting to management **WHAT WE’RE LOOKING FOR** * Experience in B2B collections with genuine client follow-up — not merely sending reminders * Proficiency in electronic invoicing and payment complements (CFDI 4\.0\) * An organized individual capable of handling multiple responsibilities without losing attention to detail * Genuine initiative — knowing what needs to be done before being asked * Comfort with digital tools and willingness to learn new systems * Experience coordinating with external accounting or finance teams **BONUS POINTS** Experience in food distributors or importers; familiarity with Alegra or other ERP systems; experience managing corporate payment portals; experience in small companies or SMEs **WHAT WE OFFER** * Statutory benefits * A role with real autonomy in a growing company * A direct work environment — your work here is visible and matters * A stable position with opportunity to grow alongside the business When applying, please include a brief note about your B2B collections experience and the types of companies you’ve worked for. Application question(s): * Describe your B2B collections experience — what types of companies have you worked for, and how did you follow up with clients? * Have you worked in a small company or SME where you handled multiple responsibilities simultaneously? Tell us about that role. Work location: On-site employment