Administrative Assistant

• Atender requerimientos de clientes B2B a nivel regional.
• Gestionar procesos conciliatorios ante discrepancias de facturación, generando notas crédito y débito cuando corresponda.
• Elaborar, preparar y enviar facturas para clientes especiales B2B.
• Garantizar la amortización y conciliación de ingresos diferidos.
• Apoyar auditorías financieras internas y controles SOX.
• Participar en los procesos de cierre mensual, asegurando el registro oportuno de ingresos.
• Preparar conciliaciones mensuales de cuentas de ingresos.
• Apoyar la documentación y monitoreo de controles internos.
• Analizar mensualmente los ingresos regionales por cliente e identificar variaciones.
• Realizar conciliaciones trimestrales entre las áreas Comercial y Finanzas utilizando herramientas como Salesforce, Great Plains y Cerillion.

Asistente Administrativo/a de Facturación

• Manage client communications via phone and email.
• Follow up on outstanding documents and requests.
• Provide updates on tax return status and workflow progress.
• Coordinate appointments and scheduling.
• Route technical tax questions to the appropriate team members.
• Contact the IRS and Franchise Tax Board regarding notices and correspondence.
• Pull tax transcripts and maintain detailed records.
• Request penalty abatements and assist with administrative tax resolutions.
• Research balances, payments, filing history, and notices.
• Follow up on unresolved client matters.
• Assist with LLC formations and business registrations.
• Coordinate Secretary of State filings and Statements of Information.
• Support S-Corporation election filings.
• Track compliance deadlines and annual filing requirements.
• Coordinate quarterly estimated tax payment schedules.
• Maintain internal tracking systems and spreadsheets.
• Support tax return workflow management and delivery.
• Keep client records accurate and up to date.
• Serve as a liaison between clients and internal department

Tax Administrative Coordinator

• Keep the owner and sales team’s calendars clean, accurate, and optimized so priorities happen on time
• Schedule appointments end-to-end (confirmations, reminders, reschedules, and follow-ups) with strong attention to details and time zones
• Serve as a professional first point of contact for clients by phone, ensuring every call feels organized, confident, and helpful
• Support the sales team with research that improves outreach and conversations (light lead/account research, background notes, prep summaries)
• Create and maintain a dependable follow-up system so no client request, appointment, or action item gets dropped
• Coordinate across stakeholders (owner, sales team, clients, and any internal partners) to keep work moving without bottlenecks
• Keep information organized across tools (calendar, email, notes, CRM if applicable) so the team always knows the latest status
• Spot gaps and proactively suggest improvements to workflows, templates, and coordination routines that save leadership time

Virtual Administrative Assistant, LATAM

• Create and manage occupancy checks through internal systems
• Monitor renewal triggers and support the renewals process
• Track results and route cases based on outcomes
• Initiate internal escalations and manage work orders
• Maintain accurate documentation and follow SOPs consistently

• Answer and route calls through a multi-line telephone system
• Schedule inspections for engineering experts
• Coordinate depositions and other legal matters
• Interact with paralegals, attorneys, and professionals in legal, engineering, and insurance fields
• Manage schedules using scheduling software

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Asistente Administrativo/a de Facturación

Tax Administrative Coordinator

Virtual Administrative Assistant, LATAM

Administrative Assistant

Legal Administrative Assistant, B2+/C1 English