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360 Resourcing Solutions Logo 360 Resourcing Solutions · Office Administration

Administrative Assistant

Brazil, Sao Paulo · Job Posted June 29, 2026
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Job Description

The Administrative Assistant provides broad operational and administrative support across customer service, accounts payable, accounts receivable, import operations, and coordination with external service providers. This position plays a key role in maintaining efficient daily business operations, supporting internal teams, and ensuring smooth communication with customers, vendors, logistics partners, and other stakeholders. This role requires frequent interaction with customers, suppliers, logistics providers, customs-related service partners, and internal departments. The position may involve a combination of administrative, operational, and coordination responsibilities in a dynamic business environment.

Job Responsibility

  • Provide day-to-day administrative support to the business and leadership team
  • Maintain organized electronic and physical records, files, and operational documents
  • Assist with preparation of reports, spreadsheets, forms, and internal correspondence
  • Support scheduling, meeting coordination, document control, and follow-up on pending tasks
  • Serve as a first point of contact for customer inquiries by email, phone, and other communication channels
  • Support order follow-up, delivery coordination, issue resolution, and customer communication
  • Maintain accurate customer records and help ensure a high standard of service and responsiveness
  • Coordinate internally with sales, operations, and clinical/commercial teams to address customer needs
  • Process supplier invoices and supporting documents for payment
  • Monitor payment schedules and assist in ensuring timely settlement of obligations
  • Issue invoices and support collection follow-up with customers
  • Reconcile accounts, track outstanding balances, and assist with financial controls and reporting
  • Liaise with the finance team, banks, and counterparties as required
  • Support import processes from purchase order through customs clearance and final delivery
  • Coordinate documentation related to international shipments, import records, and internal controls
  • Interface with freight forwarders, customs brokers, transport providers, and internal stakeholders
  • Monitor shipment status, timelines, and documentation requirements to help ensure compliance and continuity of supply
  • Maintain regular communication with service providers, suppliers, logistics partners, and other third parties
  • Request quotations, follow up on services, and monitor vendor performance and delivery timelines
  • Support contract administration, document collection, and routine vendor management activities
  • Help ensure vendors comply with company documentation and operational requirements

Requirements

  • Bachelor’s degree in business administration, Accounting, International Trade, Logistics, or a related field preferred
  • Previous experience in administrative support, customer service, finance support, or operations coordination
  • Experience with accounts payable/receivable and import or logistics processes is desirable
  • Proficiency in Microsoft Office, especially Excel, Word, and Outlook
  • English proficiency required
  • additional language skills are a plus

Nice to have

Additional language skills

What we offer

  • Competitive salary and benefits
  • Opportunities to thrive and grow
  • Engaged and inclusive global teams
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