Administrative Assistant

Description

Position Summary: Provide operational and administrative support, ensuring information flow, invoice management, purchase order processing, and supplier follow-up to enhance organizational efficiency. Key Highlights: 1. Essential operational and administrative support for the organization. 2. End-to-end management of invoicing and purchase orders. 3. Timely follow-up with key suppliers. **Position Objective** Provide operational and administrative support to company departments, ensuring accurate information flow, proper invoice management, preparation of purchase orders, and timely supplier follow-up, thereby contributing to efficient organizational operations. **Main Responsibilities** General Administration Invoicing Issue and manage electronic invoices (CFDI) to customers and suppliers in compliance with SAT regulations. Verify that tax receipts meet current legal requirements. Reconcile issued and received invoices, following up on pending payments. Prepare invoicing reports for the accounting department. Purchase Orders and Suppliers Prepare and manage purchase orders according to each department’s needs. Track order status until delivery and validation. Maintain an updated database of authorized suppliers. Coordinate and follow up on quotations, contracts, and agreements with suppliers. Verify that received products or services match those stipulated in purchase orders. Manage documentation required for onboarding new suppliers. **Required Profile** Education: Bachelor’s degree in Business Administration, Accounting, Executive Secretarial Studies, or related field (in progress or completed). Experience: 1–2 years in administrative roles involving invoicing and procurement. **Technical Knowledge:** Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Electronic invoicing and SAT portal. Experience with ERP or administrative systems (SAP, CONTPAQi, Aspel, or similar). Impeccable writing and grammar skills. **Competencies:** Organization and time management. Attention to detail and numerical accuracy. Effective oral and written communication. Discretion and handling of confidential information. Proactivity and service orientation. Ability to work under pressure and manage multiple tasks simultaneously. **Working Conditions** Schedule: Monday to Friday, 9:00 a.m. to 6:00 p.m.; Saturday: 9:00 a.m. to 2:00 p.m. Work Mode: On-site. Salary: $9,900.00 – $10,000.00 per month Workplace: On-site employment