Administrative Assistant

Description

Position Summary: This Administrative Assistant role focuses on operational order, reputation, and cash flow management through billing, accounts receivable tracking, and tactful client service. Key Highlights: 1. Manages billing, purchase orders, and payment tracking with tact. 2. Handles client relations and document organization with high attention to detail. 3. Requires clear communication, assertiveness, and proactivity. **Administrative Assistant** (Administration + Accounts Receivable + Client Service) Trust is built through precision: accurate invoices, clear follow-up, and flawless communication. This role upholds operational order and reputation with every email, every document, and every client interaction. **Position Overview** We seek a professional to help maintain cash flow, document organization, and professional client interactions for branded clients—while ensuring confidentiality and meticulous attention to detail. Important: This role is not “aggressive collections”; it is tactful administrative follow-up and coordination (client service with professional firmness). You will work closely with the Accounts Receivable / Client Service lead, who reports to the Administrative Director. **Key Responsibilities** *1) Billing and Purchase Orders (POs)* * Issue invoices (CFDI) and track client-specific billing requirements. * Review and reconcile POs vs. invoices vs. deliverables, ensuring data accuracy and proper formatting. * Support cancellations, corrections, and client administrative requests. * Maintain status control: "to be invoiced / invoiced / sent / pending collection / collected". *2) Gentle Accounts Receivable and Client Follow-Up* * Conduct professional payment follow-up: reminders, confirmations, commitment dates, and escalation to the Accounts Receivable lead. * Lead sensitive conversations (payments/requirements) with tact and firmness: frame issues clearly, request clarification, agree on commitment dates, and confirm them in writing. * Handle common objections without confrontation (“I’ll review it,” “next week,” “internal process”), preserving the relationship while securing the next step. * Maintain traceability of all conversations. *3) Client Onboarding and Administration* * Support client onboarding, document requests, templates, and administrative processes. * Prepare and organize documentation required by brands/companies. *4) Document Organization and Audits* * Organize files using clear naming conventions. * Prepare documentary evidence for audits or reviews. * Maintain a system enabling rapid search and zero information loss. *5) Reporting and Analysis (Excel)* * Maintain clean, up-to-date databases. * Generate clear, understandable reports (tables, filters, basic pivot tables). * Deliver timely information upon request. *6) Communication and Operational Support* * Draft emails and messages with clarity and professional tone. * Coordinate administrative tasks with order, judgment, and prioritization. * Ensure every communication originates from the correct email account and reaches the correct recipient (an error here is not minor). **Requirements** *Education:* Incomplete bachelor’s degree, current student, or technical diploma in related fields—e.g., administration, accounting, communications, etc. (If the candidate demonstrates strong experience and proven capability, equivalent experience may be considered.) *Desired Experience:* Billing / client administration / document control / payment follow-up. Experience with corporate or branded clients (ideal but not mandatory if maturity and strong communication are demonstrated). *Key Knowledge:* * Intermediate Excel (filters, basic formulas, tables, basic pivot tables). * Professional email and file management (Drive/Google Workspace and/or Microsoft Office). * Document organization and judgment. *Personal Skills (non-negotiable):* * Extreme organization. * Attention to detail. * Confidentiality: multiple companies and email accounts are handled; discretion and precision are mandatory. * Clear, professional, and courteous communication with tactical empathy. * Assertiveness: requesting, framing, and closing agreements smoothly (handling uncomfortable conversations, maintaining a firm tone, consistent follow-up). * Focus and maturity. * Professional communication and presence in client interactions. * Consistent follow-up without confrontation. * Practical learning ability: quickly understanding processes, accepting feedback, and sustaining standards. * Resilience under pressure and punctuality. **Position Conditions** Schedule: Monday to Friday, 9:00 a.m. to 7:00 p.m. Salary: $12,000 to $15,000 MXN monthly, based on experience. If you enjoy working with order, caring for every detail, and maintaining refined interactions with demanding clients, this role may be an excellent fit. Here, we value those who solve problems, communicate effectively, and uphold standards daily. Job Type: Full-time Salary: $12,000.00 – $15,000.00 per month Work Location: On-site