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Benefits:
- Paid time off
Position Summary
We are seeking a highly organized and detail-oriented Administrative & Billing Assistant to support our daily operations. This position is responsible for preparing invoices, assisting customers over the phone and email, following up on accounts receivable, and providing general administrative support.
The ideal candidate is patient, professional, proactive, and comfortable handling multiple tasks in a fast-paced environment.
Key Responsibilities
- Create and process invoices based on delivery receipts, photographs, and supporting documents.
- Answer incoming phone calls and assist customers professionally.
- Monitor and follow up on outstanding customer balances.
- Send statements, payment reminders, and collections follow-ups.
- Prepare and send delivery receipts and supporting documentation.
- Track deliveries and coordinate with the logistics team.
- Prepare quotations, estimates, and proforma invoices.
- Maintain accurate customer records and documentation.
- Manage email communications with customers and vendors.
- Provide general administrative support to management and operations.
- Communicate effectively with customers in both English and Spanish.
Qualifications
- Fluent in English and Spanish (written and verbal).
- Previous experience in billing, customer service, administrative support, or a related role.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to multitask and prioritize responsibilities.
- Professional communication and customer service skills.
- Proficient with Microsoft Office (Excel, Outlook, Word).
- Ability to work independently and take initiative.
Preferred Qualifications
- Experience with QuickBooks Online.
- Experience in wholesale distribution, logistics, transportation, or export businesses.
- Familiarity with invoices, delivery receipts, shipping documents, and customer account management.
Desired Traits
- Patient and professional when dealing with customers.
- Positive attitude and strong work ethic.
- Reliable and dependable.
- Problem-solver with a proactive mindset.
- Comfortable working in a fast-paced environment.
- Team-oriented with excellent communication skills.
Compensation:
Starting at $20.00 per hour, based on experience and qualifications.
Starting at $20.00 per hour, based on experience and qualifications.
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