Receptionist Administrative Assistant

Job Objective

Provide administrative, accounting, and operational support to the company, ensuring correct management of invoicing, document organization, follow-up of accounts receivable and payable, accounting filing, and coordination of information with the accountant, contributing to the order and efficiency of administrative operations.

Main Functions

Invoicing and Commercial Management

• Prepare and issue sales invoices.
• Prepare credit notes, debit notes, and other required administrative documents.
• Verify that invoices correctly contain tax data, purchase orders, and customer commercial conditions.
• Send invoices and corresponding documentation to customers.
• Keep the invoicing record updated.
• Follow up on invoices pending delivery, acceptance, or processing by customers.
• Support the preparation of quotes, sales orders, and commercial documentation when required.

Accounts Receivable

• Maintain updated control of accounts receivable.
• Follow up on invoices nearing expiration and overdue invoices.
• Contact customers to confirm receipt of invoices and payment scheduling.
• Record payments received.
• Prepare periodic reports on aging balances and pending accounts.

Accounts Payable

• Receive, review, and organize supplier invoices.
• Verify that invoices correspond to purchase orders, deliveries, or services received.
• Maintain updated control of accounts payable.
• Prepare a list of pending payments for management approval.
• File transfer receipts and payments made.

Accounting Organization

• Monthly organize purchase, sales, expense, payment invoices, and other accounting supports.
• Classify documents to facilitate their registration by the accountant.
• Maintain physical and digital files properly identified and updated.
• Timely deliver the necessary documentation to the accountant for monthly closings.
• Maintain control of administrative expenses and vouchers.
• Support reconciliations of administrative and banking information.
• Keep documentation related to taxes and fiscal obligations organized, in coordination with the accountant.

General Administration

• Keep the administrative file of customers and suppliers updated.
• Handle calls, emails, and administrative requests.
• Prepare letters, communications, reports, and internal documents.
• Coordinate messaging, reception, and sending of documents.
• Maintain control of office supplies and materials.
• Support management in administrative tasks and follow-up of pending items.
• Handle the company's financial, commercial, and administrative information confidentially.

-Requirements-

• Minimum education: Technical/Professional Education
• 1 year of experience
• Languages: English
• Age: between 18 and 60 years
• Knowledge: Archivo, Contabilidad, Cuentas por cobrar, Facturación, Microsoft excel, Organización, Administración de empresas industriales

Keywords:

recepcion, receptionist, recepcionista, ayudante, asistente, auxiliar, aux, auxiliary, assistant, helper, aide, administrative