Administrative Assistant (Colombia)

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role

We’re seeking an Administrative Assistant to support a fast-paced manufacturing company. This role is designed for a highly organized, detail-oriented professional who thrives in an administrative environment and enjoys coordinating multiple priorities across production, purchasing, and operations.

You’ll play a key role in supporting production workflows, managing documentation, coordinating with vendors, and ensuring seamless communication between internal teams and clients.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 7:00 AM – 4:00 PM or 8:00 AM – 5:00 PM MST.

Contract: Non-fixed Term Colombian Contract.

Requirements

• Education: Associate's Degree or equivalent professional experience.
• Experience: Previous experience in an administrative support role, preferably within a manufacturing or industrial environment. Experience using ERP systems is a plus.
• Skills:
• Proficiency in Microsoft 365, especially SharePoint.
• Strong knowledge of Adobe Acrobat for extracting and managing information from PDF files.
• Experience with ClickUp.
• Ability to research, organize, and present information effectively.
• Excellent written communication and organizational skills.
• Strong attention to detail and multitasking abilities.
• Experience with E2 ERP or similar manufacturing software is a plus.
• Characteristics:
• Highly organized and proactive.
• Strong problem-solving skills.
• Adaptable in a fast-paced environment.
• Self-motivated with the ability to work independently.
• Excellent time management and follow-through.
  
  

Responsibilities

• Manage and prioritize high-volume email correspondence for the Project Coordinator and the company President. This will include the following inboxes: President, Project Coordinator, Quotes, Orders and Purchasing.
• Coordinate and track purchase orders (POs) with suppliers and vendors to ensure on-time delivery.
• Organize and digitize emails and documents, including bills of materials (BOMs), and drawing package related to new request for quote (RFQ). Set up new quotes in E2, Click-Up and on SharePoint. Coordinate the assignment of RFQ to appropriate staff. Participate in semiweekly sales meetings.
• Assist with new order processing. Setup order placeholders in E2, create order file on SharePoint. Create job estimate in E2.
• Assist with updating and maintaining Quotes in Click-Up.
• Organize electronic documentation required for the preparation of Shop Packets for Distribution to the shop floor.
• Assist with the preparation of submittal packages.
• Provide administrative support to the President as required.