Overview
JMF International Group is a growing company serving the food service and hospitality industry. We are looking for a detail-oriented and proactive
Administrative Assistant / Secretary who wants to grow with the company and take ownership of administrative processes.
Job Description: Administrative Assistant / Secretary
- Location: Doral, FL (On-site)
- Department: Administration / Accounts Receivable Support
- Reports To: Direct Supervisor / Management
Position Summary
- We are seeking a reliable, detail-oriented, and proactive Administrative Assistant/Secretary to support daily office operations, invoicing, and accounts receivable follow-up. The ideal candidate is organized, comfortable on the phone with customers, and proficient in QuickBooks. This role is central to keeping our office running smoothly and our billing cycle on track.
Key Responsibilities
Phone & Front Office
- Answer and route incoming calls promptly and professionally
- Greet visitors and handle general office inquiries
- Invoicing & Accounts Receivable
- Prepare and send daily invoices to customers
- Follow up by phone and email with customers on outstanding balances (AR collections)
- Track and update payment status; flag overdue accounts to supervisor
- Maintain accurate, up-to-date records in QuickBooks
- Reporting
- Prepare and distribute reports as requested by the team (sales, AR aging, invoicing summaries, etc.)
- General Administrative / Secretarial Duties
- Manage calendars, schedule appointments, and coordinate meetings
- Draft, proofread, and send correspondence (emails, letters, memos)
- Maintain filing systems (digital and physical) and ensure documents are organized and accessible
- Order and manage office supplies and inventory
- Data entry and record-keeping across company systems
- Coordinate with vendors, suppliers, and service providers as needed
- Assist with scheduling travel arrangements, if required
- Support other departments with administrative tasks during peak periods
Qualifications
- Proven experience as a secretary, administrative assistant, or in a similar office support role
- Proficiency in QuickBooks
- Strong verbal and written communication skills; comfortable making outbound collection calls
- Excellent organizational skills and attention to detail
- Proficient in Microsoft Office
- Ability to multitask and prioritize in a fast-paced environment
- Bilingual (English/Spanish) preferred
- Professional phone manner and customer service orientation
- Self-starter with strong initiative — someone who takes ownership, follows through without being asked twice, and is driven to get results, not just complete tasks
Additional Expectations
- This job description is intended to outline the general nature and level of work being performed and is not an exhaustive list of all responsibilities, duties, and skills required. The successful candidate should be flexible and willing to take on additional tasks and responsibilities as assigned by their supervisor, which may evolve based on the needs of the business.
- Personal devices should remain silenced and out of use during work hours, except for urgent personal matters. Phone calls, texting, and social media browsing for non-work purposes should be reserved for breaks.
Pay: $17.00 per hour
Benefits:
Work Location: In person
