Job Description:
As Administrative Assistant at Rudder Marine Services & Ship Repairs, you will be a vital member of our administrative team, playing a key role in the efficient and accurate management of invoices. You will be responsible for recording, processing, and maintaining accurate records of all invoice-related transactions, ensuring deadlines are met and clear communication is maintained with internal departments and external suppliers.
Responsibilities:
* Record and process incoming supplier invoices in the company’s accounting system.
* Verify the accuracy of invoice information, including prices, purchased products or services, and payment terms.
* Coordinate with internal departments to obtain proper approval of invoices before payment.
* Maintain up-to-date records of billing transactions and ensure database integrity.
* Effectively communicate with suppliers to resolve discrepancies or invoice-related issues.
* Assist in preparing financial reports and conducting account reconciliations as needed.
* Adhere to company-established procedures and policies regarding accounting and invoice management.
* Follow up on emails and pending invoices.
* Manage supplier relationships.
Requirements:
* University degree or technical qualification in Business Administration, Accounting, or a related field.
* Previous experience in administrative roles, preferably in invoice management.
* Solid knowledge of accounting software and word processing tools;
experience with accounting systems is preferred.
* Proven organizational skills, attention to detail, and ability to manage multiple tasks efficiently.
* Excellent verbal and written communication skills in English, Spanish is a plus.
* Ability to work independently and as part of a team, demonstrating a high level of initiative and commitment.