Administrative Assistant

Description

About the Company We are an expanding cosmetics and haircare products distributor, committed to operational excellence and delivering high-quality service to our customers and business partners. We seek an organized, proactive professional with a problem-solving mindset to join our administrative team. Responsibilities and Duties * Issue and verify **incoming and outgoing invoices** (NF-e, service invoices, CT-e, and bank bills) * Receive, register, and track **customer orders** via WhatsApp, email, and portals * Support **billing and financial control**: accounts payable, accounts receivable, and basic bank reconciliation * Prepare **delivery manifests** and monitor order logistics * Manage and update **administrative inventory** (system entries) * Organize and archive **physical and digital fiscal and contractual documents** * Handle customer, supplier, and carrier inquiries via phone and email * Support **procurement routines**, including supplier quotations and purchase order issuance * Assist in operational performance management by preparing reports and spreadsheets Mandatory Requirements * Completed high school education (a degree in Administration or related fields is a plus) * Minimum of 1 year of experience in administrative tasks * Proficiency in **Excel/Google Sheets** (spreadsheets, filters, basic formulas) * Familiarity with issuing **invoices** and ERP systems (e.g., Omie, Bling, TOTVS) * Strong written and verbal communication skills * Organizational skills, attention to detail, and ability to multitask Preferred Qualifications * Experience in the **cosmetics, beauty, or distribution sector** * Knowledge of **order management and billing in the distribution sector** * Experience handling B2B clients (salons, perfumeries, pharmacies) * Proficiency with digital management tools (WhatsApp Business, Google Drive) Behavioral Profile We seek someone with an **owner's mindset**, who anticipates issues, communicates pending items clearly, and actively contributes to smooth internal processes. The environment is dynamic and requires a balance between agility and accuracy. Job Type: Full-time, Part-time, Permanent CLT Compensation: R$1.500,00 - R$2.000,00 per month Work Location: On-site