Administrative Coordinator
_**Administrative Coordinator/Office Assistant**_
**September 2024
**Position Overview**:
**Key Responsibilities**:
- 1. Office Management:_
- Serve as the central point of contact for office-related matters, including communication with landlords, maintenance, equipment, and supplies.
- Support in organizing personnel travel, meetings, appointments, and visitor lodging.
- Coordinate schedules, appointments, bookings, and monitor office supplies inventory.
- Provide general support to office visitors.
- Review and recommend office supply acquisitions.
- Ensure data security, integrity, and confidentiality.
- Collaborate with the IT department for office equipment needs.
- Maintain a safe and secure working environment.
- 2. Account Management:_
- Develop and maintain efficient filing systems and record-keeping procedures.
- Manage accounts for all clients represented by the firm, including recording and tracking purchase orders and invoices.
- Ensure clients' shipments clear customs in a timely manner.
- Create and maintain client credit and purchase order history files.
- Support client's credit collections efforts, including documenting collections activity, investigating account disputes and billing discrepancies, and performing account/payment reconciliations.
- Monitor and manage supplier invoice payments to maintain good financial relationships.
- 3. Financial and Accounting Support:_
- Monitor and categorize company expenses accurately.
- Process invoices and ensure proper documentation.
- Maintain accounts receivable records and follow up on overdue invoices.
**Qualifications**:
- High school diploma in Accounting or Associate/bachelor's degree.
- Previous work experience in a similar role is required.
- Proficiency in Italian and English, both written and spoken.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Attention to detail and problem-solving abilities.
- Ability to work effectively in a team and independently.
**Experience**:
- administrative/accounting: 8 years (required)
**Language**:
- English and Italian (required)
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