Latam Distributors Assistant

Puig; Miami (FL); On-site; USD 40,000 - 70,000; Full time

Job summary

Puig is seeking an experienced Office Manager to provide administrative and operational support to the General Manager in a fast-paced environment.

You will organize agendas, plan meetings and events, greet visitors, arrange travel, and prepare expenses and reports. The role also leads back office processes like vendor management, payment, and system updates, within a multicultural team.

Qualifications

• 2+ years of Office Management or Administrative experience preferred.
• Bachelor's degree in related field is a plus.

Responsibilities

• Calendar management for General Manager and organize meetings.
• Manage GM travel plans and reconcile Travel & Expenses using SAP Concur.
• Prepare reports, PowerPoint presentations, documents and spreadsheets as requested; take meeting minutes.
• Support event planning, coordination, and communication for meetings and company events.
• Oversee back office processes including vendor management, payments, and information updates.

Skills

Bilingual Spanish/English

MS Office Proficiency

Problem solving

Organizational skills

Education

Bachelor's degree in related field

Tools

SAP Concur

MS Office Suite

Job description

Provides administrative and operational assistance to the General Manager in a timely, dynamic, proactive and organized manner. Ensures the business operates efficiently and effectively by helping management organizing their agendas, planning and executing meetings & events, greeting office visitors, making travel arrangements, preparing expense reports, supporting with presentations, composing documents as directed, among other activities. The position will also lead back office processes such as vendor management and payment, sanitary registry process follow up, updating information on company systems, among others.

Job description:

The Opportunity

Provides administrative and operational assistance to the General Manager in a timely, dynamic, proactive and organized manner. Ensures the business operates efficiently and effectively by helping management organizing their agendas, planning and executing meetings & events, greeting office visitors, making travel arrangements, preparing expense reports, supporting with presentations, composing documents as directed, among other activities. The position will also lead back office processes such as vendor management and payment, sanitary registry process follow up, updating information on company systems, among others.

What you'll get to do

• Calendar management for General Manager. Organize meetings and maintain agenda clear and updated for manager. Follow up requests and facilitate information needed for appointments.
• Manage bookings and travel plans for the GM. Organize receipts and prepare Travel & Expenses reconciliation on SAP Concur. Ensure all expenses are reported and corporate credit card is paid on time.
• Support preparing reports, PowerPoint presentations, documents and spreadsheets when requested. Prepare, consolidate and facilitate meeting minutes and key action follow up.
• Support event planning, coordination, execution and communication (e.g. business conventions hosted by the BU; client meetings; in-office team events; holiday parties and gifting), etc.
• Inventory request and management for company branding materials for clients or employees (notebooks, lanyards, pen and pencils, merchandise, etc).
• Lead Office logistics including, ordering supplies, maintaining an organized work environment, and tracking office supply costs against pre-existing budgets.
• Liaison with the Office Manager / Receptionist to drive maintenance efforts and building management needs for area occupied by BU and for general reception duties, including greeting clients, candidates, and visitors, receiving and sending mail, packages, and deliveries and distributing to the appropriate individual.
• Lead back office processes such as vendor management and payment, sanitary registry process follow up, updating information on company systems, among others.
• Other responsibilities as requested.

We'd love to meet you if you have

• 2+ years of Office Management or Administrative experience preferably in the Cosmetics, Fashion or Consumer Goods industry. Bachelor's degree in related field is a plus.
• Bilingual in Spanish and English is required.
• Advanced proficiency in MS Office (PowerPoint, Word, Excel, Outlook), using the Internet and digital tools and applications.
• Strong partnering, problem solving and analytical abilities.
• Autonomous and Results-driven, with exemplary planning, coordination and organizational skills.
• Passionate about building connections and relationships, organized to support business and people needs. Strong Communication skills. Trustworthiness / Discretion.
• Ability to communicate and work in a multicultural team environment.
• Oriented to details and to provide reliable information.

A few things you'll love about us

• An entrepreneurial, creative and welcoming work culture
• A range of learning and development opportunities
• An international company with plenty of opportunities to grow
• A competitive compensation & benefits package