Administrative Assistant

Virtual Latinos; Brasil; Remoto; BRL 49.000 - 70.000; Part-time

Descrizione del lavoro

Virtual Latinos is seeking a Part-Time Administrative & Bookkeeping Assistant to support a client in the wine supply chain. The role covers bookkeeping, invoicing, payment tracking, order coordination, inventory reporting, and general admin. The ideal candidate is highly organized, detail-oriented, proactive, and proficient in Portuguese and English.

Hourly Rate: $8. This position is part-time, paid biweekly through Virtual Latinos, with a schedule of 20 hours per week, Monday to Friday, 10:00

Competenze

• Fluent in Portuguese and English.
• Strong numeracy and problem-solving abilities.
• Excellent organizational skills and attention to detail.

Mansioni

• Manage bookkeeping and invoicing, recording transactions and preparing records.
• Coordinate orders and logistics with email and warehouse systems.
• Manage payment tracking and follow-up with clients and partners.

Conoscenze

Portuguese & English

Numeracy

Organizational skills

Attention to detail

Communication skills

Independent work

Strumenti

CRM software

Invoicing platforms

Logistics software

Descrizione del lavoro

Virtual Latinos is looking for a Part-Time Administrative & Bookkeeping Assistant to support one of our growing clients in the wine supply chain industry.

This company works with international business and logistics partners and is seeking support with bookkeeping, invoicing, payment tracking, order and logistics coordination, inventory reporting, and general administrative operations. The ideal candidate is highly organized, detail-oriented, proactive, and proficient in both Portuguese and English.

Hourly Rate: $8

This is a part-time, hourly position paid biweekly through Virtual Latinos.

Schedule:

Monday to Friday, flexible between 10:00 AM – 4:00 PM BST London time (6:00 AM–12:00 PM Brazil time) - 20 hrs/week

Job Summary

The client is seeking an Administrative Assistant to support the company’s financial, operational, and administrative activities. The VA will assist with bookkeeping and invoicing, order and logistics coordination, payment tracking, business partner communication, inventory monitoring, and general administrative support. The role requires someone highly organized, detail-oriented, proactive, and comfortable managing multiple priorities while maintaining accurate records, following up on outstanding matters, and helping improve day-to-day business processes.

• Manage bookkeeping and invoicing by maintaining accurate financial records, recording transactions and expenses, preparing bookkeeping records for accountants, creating sales and purchase invoices, and submitting invoice records and statements to the appropriate platforms and business partners.
• Coordinate orders and logistics by organizing orders through email and warehouse systems, monitoring transportation, communicating with logistics partners, and ensuring timely collection and delivery of goods.
• Manage payment tracking and follow-up by requesting payments from clients and partners, monitoring outstanding balances, following up on overdue payments, and maintaining accurate payment records.
• Coordinate business partner communication and administrative activities by managing emails, communicating with clients, suppliers, and logistics partners, researching potential business partners, maintaining CRM information, and assisting with meeting preparation.
• Monitor inventory and prepare reports by tracking stock levels and stock flow, preparing regular reports and updates, and communicating relevant information to stakeholders.
• Provide general administrative and process improvement support by maintaining organized documentation, assisting with ongoing projects and administrative requests, identifying opportunities to improve processes, and proactively taking initiative to increase efficiency.

Requirements:

• Highly proficient in Portuguese and English, both spoken and written.
• Strong numeracy, logical thinking, and problem-solving skills.
• Previous experience in an administrative or bookkeeping role preferred.
• Experience with invoices, orders, payment tracking, or logistics coordination is a plus.
• Proficient with software, databases, and the ability to learn new systems quickly.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple tasks and priorities effectively.
• Strong communication and interpersonal skills.
• Ability to understand and follow instructions accurately.
• Self-motivated, proactive, and able to work independently.
• Adaptable, reliable, and responsible, with a strong work ethic.