BUSINESS ASSISTANT

at  SVITLA SYSTEMS

Svitla Systems Inc. is looking for a Business Assistant for a full-time position (40 hours per week) in Mexico. Our client, the AE industry’s only fully cloud-based PIM solution, handles the increasingly complex space of digital communications, documents, and workflows for architectural and engineering firms. The simple, intuitive user interface makes everyday tasks like email filing/archiving, file sharing, and CA workflows automated and effortless. They integrate with industry-standard software like Office 356, Procore, Deltek, Ajera, Unanet, and Teams. The company’s software uses tools and automation to streamline tedious tasks like filing emails, preparing transmittals, and managing logs, enabling architecture, engineering, and construction (AEC) professionals to maintain quality records and client satisfaction.

Requirements:

• Knowledge of spreadsheets, including graphs and pivot tables in Google Sheets.
• Experience with presentation software using Affinity, but it is equivalent to InDesign, Illustrator, and Photoshop.
• Experience with PDF manipulation.

Fluent English.

• General management tasks:
• Manage the communications with the law firm and HR provider, keeping the task list, arranging phone calls as appropriate, and managing issues through resolution.
• Work with government agencies to ensure we’re correctly licensed and track compliance requirements and paperwork.
• Assist with high-value customers and prospects, coordinating and arranging meetings/dinners, follow-ups etc.
• Ensure data is updated across Sales, CRM, and Marketing, particularly after new sales, customer mergers and acquisitions, and personnel changes. Ensure customers are checked in at appropriate intervals.
• Daily tasks:
• Prepare invoices for new sales in Maxio and QuickBooks.
• Check for emails from the law firm and HR provider.
• Process letters from government agencies and manage tasks through to resolution.
• Arrange meetings with customers and prospects for traveling executive. Compile a dossier of information to prepare for the meeting.
• Weekly task list:
• Monitor registered agent mail.
• Ensure payrolls are properly deducted from the bank.
• Check Stripe for failed payments.
• Collect numbers from various web-based systems, then use a template in a graphics application to create weekly management/business reports showing cash flow, AR, and KPIs.
• Review upcoming contract renewals in Maxio and coordinate with the Sales team calendar to ensure they have the same information. Ensure the renewal is correctly logged in the QuickBooks Planner.
• Monthly task list:
• File monthly sales taxes using government web portals and update tracking spreadsheet.
• Quarterly tasks:
• Manage and distribute board agenda. Using numbers from the weekly reports, create quarterly board reports. Write and distribute meeting minutes after the board meeting.

Responsibilities:

General management tasks:

• Manage the communications with the law firm and HR provider, keeping the task list, arranging phone calls as appropriate, and managing issues through resolution.
• Work with government agencies to ensure we’re correctly licensed and track compliance requirements and paperwork.
• Assist with high-value customers and prospects, coordinating and arranging meetings/dinners, follow-ups etc.
• Ensure data is updated across Sales, CRM, and Marketing, particularly after new sales, customer mergers and acquisitions, and personnel changes. Ensure customers are checked in at appropriate intervals.

Daily tasks:

• Prepare invoices for new sales in Maxio and QuickBooks.
• Check for emails from the law firm and HR provider.
• Process letters from government agencies and manage tasks through to resolution.
• Arrange meetings with customers and prospects for traveling executive. Compile a dossier of information to prepare for the meeting.

Weekly task list:

• Monitor registered agent mail.
• Ensure payrolls are properly deducted from the bank.
• Check Stripe for failed payments.
• Collect numbers from various web-based systems, then use a template in a graphics application to create weekly management/business reports showing cash flow, AR, and KPIs.
• Review upcoming contract renewals in Maxio and coordinate with the Sales team calendar to ensure they have the same information. Ensure the renewal is correctly logged in the QuickBooks Planner.

Monthly task list:

• File monthly sales taxes using government web portals and update tracking spreadsheet.
• Quarterly tasks:
• Manage and distribute board agenda. Using numbers from the weekly reports, create quarterly board reports. Write and distribute meeting minutes after the board meeting.

We Offer:

• US and EU projects based on advanced technologies.
• Competitive compensation based on skills and experience.
• Annual performance appraisals.
• Remote-friendly culture and no micromanagement.
• Bonuses for recommendations of new employees.
• Bonuses for article writing, public talks, other activities.
• 15 vacation days, 10 national holidays, sick leaves.
• Udemy unlimited training account.
• Free webinars, meetups and conferences organized by Svitla.
• Fun corporate celebrations and activities.
• Awesome team, friendly and supportive community!

About Svitla:
Svitla Systems is a global trusted IT solutions company headquartered in California, with business and development offices throughout the US, Latin America, Europe, and Asia. Svitla is an outspoken advocate of workplace flexibility, best known for its well-established remote culture, individual approach to our teammate’s professional and personal growth, and family-like environment.
Since 2003, Svitla has served a wide range of clients, from innovative start-ups in California to mega-large corporations such as Ingenico, Amplience, InvoiceASAP and Global Citizen. At Svitla, developers work with clients’ teams directly, building lasting and successful partnerships, as a result of seamless integration with on-site processes.
Svitla Systems’ global mission is to build a business that contributes to the well-being of our partners, personnel and their families, improves our communities, and makes a lasting difference in the world. Join us!

General management tasks:

• Manage the communications with the law firm and HR provider, keeping the task list, arranging phone calls as appropriate, and managing issues through resolution.
• Work with government agencies to ensure we’re correctly licensed and track compliance requirements and paperwork.
• Assist with high-value customers and prospects, coordinating and arranging meetings/dinners, follow-ups etc.
• Ensure data is updated across Sales, CRM, and Marketing, particularly after new sales, customer mergers and acquisitions, and personnel changes. Ensure customers are checked in at appropriate intervals

Daily tasks:

• Prepare invoices for new sales in Maxio and QuickBooks.
• Check for emails from the law firm and HR provider.
• Process letters from government agencies and manage tasks through to resolution.
• Arrange meetings with customers and prospects for traveling executive. Compile a dossier of information to prepare for the meeting