Back Office & Sales Support Analyst

Back Office & Sales Support AnalystJob Type: Customer Support Specialist Industry: Manufacturing & Supply Chain Location: Miami, FL — Hybrid Employment Type: Full-TimeAbout the CompanyWe are a growing Brazilian consumer products company launching and expanding our operations in the United States. As our U.S. business grows, we are looking for a highly organized, proactive, and hands-on Back Office & Sales Support Analyst to become a key part of our team.This is an opportunity to join a growing company at an exciting stage. You will play an important role in building the administrative and operational processes that keep our U.S. business running smoothly.About the RoleWe are looking for someone who can take ownership of the day-to-day administrative engine of our U.S. operation.You will work across inventory, invoicing, accounts receivable, customer service, documentation, and sales support, ensuring that information is accurate, processes are followed, and issues are resolved before they become problems.The ideal candidate is highly organized, detail-oriented, resourceful, and comfortable working in a small and growing company where processes are still being developed. You won't simply follow established procedures — you'll help create and improve them.Key ResponsibilitiesInventory & OperationsMonitor inventory levels across our 3PL warehouse, Amazon FBA, and inbound shipments.Reconcile inventory counts and investigate discrepancies.Track purchase orders and inbound shipments to ensure timely replenishment.Maintain accurate inventory records and provide visibility to the sales and management teams.Coordinate with warehouse and logistics partners as needed.Identify potential stock shortages or operational issues and proactively escalate them.Invoicing & Accounts ReceivablePrepare and issue customer invoices accurately and on time.Monitor customer payment terms and outstanding balances.Follow up with customers regarding past-due invoices and payment status.Maintain accurate accounts receivable records.Assist with resolving billing discrepancies and customer account questions.Provide weekly updates on receivables and outstanding payments.Customer ServiceServe as a primary point of contact for wholesale customers and end consumers.Respond to customer inquiries by email and phone in a professional and timely manner.Provide order status updates and resolve customer issues.Process returns, claims, and product-related questions.Coordinate with internal teams, warehouses, and sales representatives to resolve customer concerns.Build positive relationships with customers through responsive and reliable service.Sales SupportPrepare customer quotes and sales documentation.Process and track purchase orders.Assist with new customer and vendor account setup.Maintain accurate customer and vendor information.Keep CRM records current and organized.Provide administrative and operational support to sales representatives.Help ensure that customer orders and requests move smoothly from initial inquiry through fulfillment.Documentation & AdministrationOrganize and maintain commercial, financial, licensing, import, and operational documentation.Establish and maintain an organized digital filing system.Ensure important documents are complete, accurate, and easily accessible.Support administrative processes related to the company's U.S. operations.Help develop and document internal procedures as the business grows.ReportingPrepare simple weekly reports covering:Inventory levels and discrepanciesSales activityAccounts receivable and outstanding balancesOrders and fulfillmentOther operational KPIs as neededProvide management with accurate and timely information to support decision-making.What We're Looking ForRequired QualificationsNative or near-native English fluency, both written and verbal.At least 1 year of experience in back office, administrative, operations, sales support, customer service, or a similar role.Previous experience with invoicing and accounts receivable.Strong proficiency with Microsoft Excel and/or Google Sheets.Ability to quickly learn and work with new software, systems, and technology.Exceptional organizational skills and attention to detail.Strong follow-through and ownership — you naturally close loops without needing to be reminded.Excellent written and verbal communication skills.Ability to manage multiple priorities while maintaining accuracy.Authorized to work in the United States.Ability to work in a hybrid environment in Miami, FL.Preferred QualificationsExperience working with inventory, logistics, 3PLs, Amazon FBA, or supply chain operations.Experience supporting wholesale or retail customers.Experience with CRM, ERP, accounting, or inventory management systems.Experience working in a startup, small business, or rapidly growing company.Portuguese or Spanish language skills are a plus.What Success Looks LikeIn this role, success means that things don't fall through the cracks.Inventory is accurate. Customers receive timely responses. Invoices go out on time. Past-due accounts are followed up on. Purchase orders are processed correctly. Documents are organized. Sales representatives have the information they need. Management has clear visibility into the business.You will be the person who keeps the operational details moving and makes sure the rest of the team can focus on growing the business.Who You AreYou are someone who:Takes ownership rather than waiting to be told what to do.Notices details and follows up until an issue is resolved.Is comfortable asking questions and figuring things out independently.Enjoys creating structure where there isn't one yet.Communicates clearly and professionally.Can switch between customer service, spreadsheets, invoices, and operational tasks without losing track of priorities.Is comfortable working in a fast-moving, entrepreneurial environment.Understands that reliability, organization, and follow-through are essential in a growing business.