Administrative Assistant

at  BIC

For over 75 years, BIC has been creating ingeniously simple and joyful products that are a part of every heart and home.
As a member of our team, you’ll be a part of reigniting a beloved brand as we continue to reimagine everyday essentials in new, sustainable and responsible ways.
Our “roll up your sleeves and get the job done” approach to work creates an environment where self-starters, problem solvers and innovative thinkers thrive. BIC team members are empowered to take ownership of their careers and bring their unique perspectives to the table to make a meaningful impact on our mission.
It’s a colorful world - make your mark by joining the BIC team today.

JOB DESCRIPTION

The Administrative assistant serves as the primary point of contact for internal and external stakeholders, ensuring efficient and professional handling of access management, messaging services, and administrative tasks. This role is pivotal in managing the flow of information and resources, facilitating smooth operations within the organization.
This role is integral to maintaining smooth operational flow and ensuring effective communication and coordination within the organization. The administrative assistant will be expected to handle diverse tasks with efficiency and professionalism.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Office Management, or a related field.
• Advanced conversational English - MUST
• Proven experience in a similar role, ideally in a corporate or professional services environment.
• Understanding of access management protocols and procurement processes.
• Basic knowledge of invoicing and reconciliation procedures
• Strong organizational and multitasking abilities.
• Excellent communication skills for coordinating with internal and external parties.
• Attention to detail for accurate data entry and invoice reconciliation.
• Proficiency in Microsoft Excel and other relevant software tools.
• Previous experience as administrative support.
• Familiarity with inventory management and procurement processes.
• Experience handling courier services and shipping documentation is a plus.
  BIC is an Equal Opportunity Employer. We strongly commit to hiring people with different backgrounds and experiences to help us build better products, make better decisions, and better serve our customers. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, veteran status, disability status, or similar characteristics. All employment is decided based on qualifications, merit, and business need.
  BIC is not seeking assistance or accepting unsolicited resumes from search firms for this employment opportunity. Regardless of past practice, all resumes submitted by search firms to any team member at BIC via email, or directly to a BIC team member in any form without a valid written search agreement in place for that position will be deemed the sole property of BIC, and no fee will be paid in the event the candidate is hired by BIC as a result of the referral or through other mean

• Access Management:
• Send authorized folio numbers to interested vendors.
• Process access requests in accordance with the building, administration guidelines.
• Platform Usage:
• Use a secondary platform for downloading invoices.
• Utilize platforms for supplier access and invoicing tasks.
• Manage DHL platform for creating national and international shipping guides.
• Messaging and Courier Services:
• Prepare shipments for national and international delivery.
• Organize interplant and metropolitan area courier routes based on email requests.
• Receive and track local courier deliveries.
• Maintain an organized archive of courier guides and associated documentation.
• Procurement and Invoicing:
• Reconcile invoices with courier files, allocating expenses to the appropriate cost centers.
• Prepare and follow up on requisitions and purchase orders.
• Track and upload invoices to the supplier portal.
• Manage purchase order receipts and communicate relevant information to suppliers.
• Inventory Management:
• Conduct employee sales transactions, including invoicing and report preparation.
• Monitor product availability, request materials, and organize product transfers and storage.
• Administrative Duties:
• Perform end-of-month product counts and prepare corresponding reports.
• Maintain accurate records of purchase orders (OR/OC), requisitions, and invoice statuses in Excel.
• Upload and validate invoices in the Ecuador accounts payable folder with the corresponding purchase order number.