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.
Numbers & Facts
Location
Miami, FL
Skills
Accounts Receivableunmatched
Administrative Managementunmatched
Administrative Skillsunmatched
Billingunmatched
Communication Skillsunmatched
Customer Support/Serviceunmatched
Detail Orientedunmatched
Documentationunmatched
Email Management/Administrationunmatched
English Languageunmatched
Establish Prioritiesunmatched
Intuit Quickbooksunmatched
Logisticsunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft Wordunmatched
Multilingualunmatched
Multitaskingunmatched
Operational Supportunmatched
Operationsunmatched
Organizational Skillsunmatched
Problem Solving Skillsunmatched
Process Developmentunmatched
Sales Managementunmatched
Shipping Documentsunmatched
Spanish Languageunmatched
Team Playerunmatched
Telephone Skillsunmatched
Time Managementunmatched
Track Customer Issuesunmatched
Wholesale Industryunmatched
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