Administrative Assistant

• Jul 2022 - Present

• Prepare and send invoices to the clients through QuickBooks;• Performing administrative and clerical tasks, such as data entry, sending bill reminders, and filling paperwork;• Collect, calculate, enter and process payroll on a bi-weekly basis;• Track A/R ageing reports and overdue payments;• Issue daily reports regarding processed payments;• Process and recording payments;• Process refunds to the customers when applicable;• Organise files and documents;• Answer external phone calls and emails.

Administrative Assistant

• Mar 2022 - Jun 2022

Graveyard Personal Shopper

• Feb 2021 - Mar 2022

• Got online orders ready for customer pick-up and delivery; • Collected items according to quantity, size and brand, and assuring that each selection matches the customers' shopping list; • Substituted items according to the customer's requests, assuring that the accurate grocery item is received; • Billed the orders and adjusted prices when necessary; • Separated and stacked totes, making sure organization and cleanliness are prized; • Worked with speed and accuracy. • Got online orders ready for customer pick-up and delivery; • Collected items according to quantity, size and brand, and assuring that each selection matches the customers' shopping list; • Substituted items according to the customer's requests, assuring that the accurate grocery item is received; • Billed the orders and adjusted prices when necessary; • Separated and stacked totes, making sure organization and cleanliness are prized; • Worked with speed and accuracy.

Invoicing Assistant

• Jun 2019 - Dec 2019

• Issued freight invoices to key-customers; • Issued extra costs invoices (demurrage port/door, detention, bunker, numeracy, storage, others taxes); • Emitted miscellaneous reports from the e-cargo system; • Analysed and checked documents and spreadsheets; • Developed invoicing department control spreadsheet weekly; • Organised and sent out invoices to the key-customers; • Answered internal and external emails; • Answered phone calls supporting customers regarding invoices. • Issued freight invoices to key-customers; • Issued extra costs invoices (demurrage port/door, detention, bunker, numeracy, storage, others taxes); • Emitted miscellaneous reports from the e-cargo system; • Analysed and checked documents and spreadsheets; • Developed invoicing department control spreadsheet weekly; • Organised and sent out invoices to the key-customers; • Answered internal and external emails; • Answered phone calls supporting customers regarding invoices.

Financial Assistant

• Apr 2016 - Sep 2017

• Analysed and checked customers’ commercial proposal before emitting invoices; • Issued invoicing regarding Customs Broker aerial and maritime process; • Effected cash flow daily; • Scheduled electronic payments through the bank system; • Analysed and followed up customers' deadline reports from the Office Comex system; • Assisted dunning department regarding unpaid invoices; • Answered internal and external emails; • Answered phone calls supporting customers regarding invoices, calculations, taxes, and others.

Traffic Coordinator

• Nov 2014 - Jun 2015

• Coordinated route of cargoes between Coastline of Brazil and The United States; • Contacted the customers regarding their loads' documentation and sea traffic conditions; • Issued freight invoices and receipts to the customers; • Monitored office supplies daily, ensuring supplies availability for work efficiency; • Organized the Intermodal South America Fair Booth; • Answered internal and external emails; • Answered phone calls supporting customers and the East Coast South America team in Houston.

Financial Assistant

• May 2012 - Oct 2013

• Effected cash flow daily;• Checked and examined general suppliers’ invoices;• Issued debit notes and receipts regarding Bill of Landing release and Terminal Handling Charge;• Inputted invoices and payments in the system;• Managed Excel worksheets regarding administrative expenses;• Monitored office supplies daily, ensuring supplies availability for work efficiency;• Checked and analysed quotes and conditions of suppliers’ payment;• Answered internal and external emails;• Answered phone calls negotiating with suppliers, and supporting the financial department.

Intern

• May 2010 - Apr 2012

• Effected cash flow daily;• Inputted invoices and payments in the system;• Managed Excel worksheets regarding administrative expenses;• Monitored office supplies daily, ensuring supplies availability for work efficiency;• Checked and analysed quotes and conditions of suppliers’ payment;• Answered internal and external emails;• Answered phone calls negotiating with suppliers, and supporting the financial department.