Administrative Assistant

Description

Job Summary: This role involves managing accounts receivable and payable, handling administrative tasks for accounting, reviewing automated billing processes, and managing documentation for business partners and personnel. Key Highlights: 1. Comprehensive management of accounts receivable and payable. 2. Collaboration with automated billing systems and process control. 3. Documentation administration for business partners and personnel. ✔ Accounts receivable. ✔ Accounts payable. ✔ Accounting stationery and reporting. ✔ Review of proper execution of robotic functions for automated billing. ✔ Onboarding and registration of documentation for business partners—both suppliers and customers—as well as documentation and certification process management. ✔ Employee onboarding and offboarding, documentation, and responsibility letters. ✔ Documentation management and certification process control. Characteristics: ✔ Proactivity. ✔ Ability to work under pressure. ✔ Commitment and responsibility. ● Accounts receivable. o Billing: In the Solución Factible system, invoices are generated corresponding to performed transactions—whether containers or less-than-container-load shipments. o Operational system registration: Maintain control and record each transaction according to its correct invoicing; follow registration steps so the RPA robot can read and execute its automated billing process. o Automated billing robot control: Generate a daily report from the Linbis system and reconcile it with the robot system to ensure delivered containers are billed; likewise verify that invoices are correctly issued (AYP reference, containers, amounts, and customers). o Payment receipt processing: Record payments in Solución Factible when customers settle their invoices and issue receipts as proof of payment. o Customer account statements: Update customer accounts weekly, generating aging reports. o Collections: Send weekly overdue invoice summaries via email; if necessary, follow up with telephone collections. Adapt to each client’s specific collection processes for effective collections management. o Collections calendar and summaries: Prepare an estimated incoming payments calendar, along with internal documents and reports used for billing and collections tracking and control. ● Accounts payable. o Supplier account statements: Review supplier accounts, reconcile them to verify all items are invoiced, and check tentative supplier payment dates alongside customer collection dates. (drive).. o Supplier invoices: Review each supplier invoice against agreed-upon services and rates performed prior to acceptance. Verify each invoice includes accurate operational information. o Signed evidence: Ensure suppliers provide signed evidence for each executed transaction. ● Accounting. o Stationery: Collect all information for each payment or deposit made (invoices or payment supplements). Employment type: Full-time Salary: $12,000.00 - $14,000.00 per month Benefits: * Flexible working hours * Option for indefinite-term contract * Company-provided mobile phone Workplace: On-site employment