Administrative Assistant

San Pedro Sula, Honduras

Full Time

Experienced

Job Overview

The Administrative Assistant position requires experience in bookkeeping, client support, and proficiency with technology. The role encompasses a range of organizational tasks including billing, accounts receivable, accounts payable, collections, document creation, data entry, and communication. Candidates should be experienced in AP/AR tasks, technology usage, learning software, and demonstrate expertise in Microsoft Office products such as Word, Excel, PowerPoint, and Teams.

Responsibilities and Duties

Record accounts receivable in the billing system, create invoices, log receipts and adjustments, and enter contractor time.
Handle accounts receivable, accounts payable, and collections processes.

Manage subscriptions and renewals billing process, reconciliation, maintain current accounts, and invoice clients.
Review documentation for formatting before finalizing for clients.
Maintain and organize the SharePoint filing system, documents, and folders.
Prepare client emails using Outlook.
Support preparation and generation of scheduled reports.
Maintain contact lists.
Manage confidential and time-sensitive materials.
Complete marketing administrative tasks including but not limited to drafting and scheduling social media posts, communication with marketing team and task coordination and follow up.
Complete administrative tasks for professional services team, including:
- Copying folder structures into new SharePoint sites/Teams.
- Creating planners.
- Adding new clients and projects to accounting and project management systems.
- Scheduling Teams meetings via Outlook.
- Moving files within SharePoint/Teams.
- Sending SOWs for signature and following up with clients.
Respond to email, telephone, or Teams chat inquiries.
Address administrative issues and requests.

Qualifications

Bachelor’s degree in a relevant field and at least three years of related experience required.
Proficient in Microsoft Office applications.
Demonstrated administrative and bookkeeping experience.
Knowledge of office management systems and procedures.
Effective time management skills, ability to multi-task and prioritize.
High attention to detail and problem-solving skills.
Proficient written and verbal communication skills.
Strong organizational and planning abilities.

While performing the duties of this job, the employee will frequently move within the location; sit for extended periods; use a computer; engage in verbal communication; read and write; concentrate on tasks; reason and analyze information; and perform calculations.

Note: This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s). Duties described are not to be interpreted as being all-inclusive or specific to any individual team member.

No Third Party Agencies or Submissions Will Be Accepted.

Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP

Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.

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Do you have experience processing vendor invoices and issuing payments in compliance with standard accounting procedures?*

Are you proficient in using spreadsheet tools (e.g., Microsoft Excel) to analyze and manage financial data?*

Have you worked with or have knowledge of GAAP (Generally Accepted Accounting Principles)?*

Describe a situation where you identified and resolved an error or discrepancy in a vendor invoice or payment. What steps did you take?*

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