Virtual Administrative Assistant

Virtual Latinos is looking for a Part-Time Administrative & Bookkeeping Assistant to support one of our growing clients in the wine supply chain industry.

This company works with international business and logistics partners and is seeking support with bookkeeping, invoicing, payment tracking, order and logistics coordination, inventory reporting, and general administrative operations. The ideal candidate is highly organized, detail-oriented, proactive, and proficient in both Portuguese and English.

Compensation & Details

Hourly Rate: $8

This is a part-time, hourly position paid biweekly through Virtual Latinos.

Schedule:

Monday to Friday, flexible between 10:00 AM – 4:00 PM BST London time (6:00 AM–12:00 PM Brazil time) - 20 hrs/week

Job Summary

The client is seeking an Administrative Assistant to support the company’s financial, operational, and administrative activities. The VA will assist with bookkeeping and invoicing, order and logistics coordination, payment tracking, business partner communication, inventory monitoring, and general administrative support. The role requires someone highly organized, detail-oriented, proactive, and comfortable managing multiple priorities while maintaining accurate records, following up on outstanding matters, and helping improve day-to-day business processes.

Key Responsibilities

• Manage bookkeeping and invoicing by maintaining accurate financial records, recording transactions and expenses, preparing bookkeeping records for accountants, creating sales and purchase invoices, and submitting invoice records and statements to the appropriate platforms and business partners.
• Coordinate orders and logistics by organizing orders through email and warehouse systems, monitoring transportation, communicating with logistics partners, and ensuring timely collection and delivery of goods.
• Manage payment tracking and follow-up by requesting payments from clients and partners, monitoring outstanding balances, following up on overdue payments, and maintaining accurate payment records.
• Coordinate business partner communication and administrative activities by managing emails, communicating with clients, suppliers, and logistics partners, researching potential business partners, maintaining CRM information, and assisting with meeting preparation.
• Monitor inventory and prepare reports by tracking stock levels and stock flow, preparing regular reports and updates, and communicating relevant information to stakeholders.
• Provide general administrative and process improvement support by maintaining organized documentation, assisting with ongoing projects and administrative requests, identifying opportunities to improve processes, and proactively taking initiative to increase efficiency.

Requirements:

• Highly proficient in Portuguese and English, both spoken and written.
• Strong numeracy, logical thinking, and problem-solving skills.
• Previous experience in an administrative or bookkeeping role preferred.
• Experience with invoices, orders, payment tracking, or logistics coordination is a plus.
• Proficient with software, databases, and the ability to learn new systems quickly.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple tasks and priorities effectively.
• Strong communication and interpersonal skills.
• Ability to understand and follow instructions accurately.
• Self-motivated, proactive, and able to work independently.
• Adaptable, reliable, and responsible, with a strong work ethic.