Job Summary: We are seeking an Accounting and Administrative Assistant to manage orders, process sales documentation, handle incidents, and manage the customer portfolio, performing various administrative and accounting support tasks. Key Responsibilities: 1. End-to-end order management and administrative sales process. 2. Administrative and accounting support across various departments. 3. Customer service and complaint handling. Requirements for the Accounting and Administrative Assistant: Responsibilities: \- Receive customer orders via all available organizational channels, applying internal procedures and protocols while identifying potential business opportunities to meet customer requirements and relay provided information. Relevant commercial information and business opportunities are communicated, where applicable, to the appropriate personnel within the sales network via electronic calendar or other coordinated means. \- Formalize documentation related to orders requested by customers or addressed to customers, using standard and/or specific software applications, verifying accuracy in accordance with internal procedures and current regulations to ensure effective administration of the sales process. \- Carry out procedures to detect and report incidents identified in the administrative sales process, applying internal procedures to meet quality requirements in management. \- Perform administrative procedures linked to customer loyalty initiatives and after-sales service, in line with established service quality criteria, to support customer management and satisfaction. \- Answer incoming telephone calls. \- Coordinate order delivery to customers on the agreed date. \- Contact customers to inform them about shipment details and order status. \- Monitor, control, and report to management on order status. \- Support preparation of export documentation and generation of proforma invoices. \- Operational management of the customer portfolio and complaint handling. \- Provide operational and administrative support to the department. \- Organize document filing. \- Manage account balances to identify outstanding debts or other inconsistencies. \- Collect all necessary information to calculate accounts receivable (order amounts, discount types, etc.). \- Issue invoices for delivered orders and send them to customers through multiple channels (postal mail, email, etc.). \- Issue periodic or ad-hoc customer statements. \- Receive payments via multiple methods (cash, online payments, etc.) and verify their validity. \- Send payment reminders and contact customers when assigned. \- Update system records with new payments, balances, customer information, etc. \- Prepare reports and statistical analyses related to activities inherent to this role. Main Job Activities: \- Process all daily orders: in-person, representative, telephone, internal staff, email/webmail, and EDI (Seres–platforms). \- Sales order management and entry of orders into the system/ERP. \- Confirmation of customer/commercial orders. \- Classify previous orders by region (provinces), Madrid, platforms, and distribute copies to relevant departments as needed. \- Management of sales delivery notes/invoices. \- Calculate and update provincial routes for the previous day. \- Prepare daily transport documentation (e.g., IKEA, international shipments, etc.). \- Invoice cancellations and credit note preparation. \- Monitor collections/returns and file complaints against logistics operators. \- Telephone support for orders, invoices, incidents, and complaints. \- Telephone switchboard coverage during reception absences. \- Respond to customer inquiries and manage complaints regarding invoices. \- Customer service for account-related queries or collection matters (email and phone). \- Weekly reconciliation and preparation of representative invoice reports. \- Preparation of regional commercial reports. \- Prepare printed reports for the Sales Manager’s collection control. \- File deposit invoices and settle upon deposit closure. \- Prepare paella invoices every Friday. \- Handle shortages. \- Periodic invoices and freight charges. \- Hyperbaric treatment invoices. \- Submit SII (Suministro Inmediato de Información) for issued invoices. \- Accounting: sales listings, daily sales entry, supplier invoice entry, sales listings and discrepancies, bank reconciliations, and general accounting processes. \- Seres invoicing submission (CENTRALES). \- Seres invoicing: monitoring pending payments/recadv/paella distribution. \- Warehouse label loading. \- Deposit archiving and closure. \- Deposit credit notes. \- Margin report. \- Preparation and issuance of daily and monthly banking transfers for invoicing. \- Collection processing (for commercial staff and broader team support). \- Tappers collection (online and offline). \- Review bank statements to segregate customer payments. \- Coding and reconciling customer payments processed through banks. \- Review central customer payments to segregate discounts. \- Cancel direct payments made by central customers (bank transfers, postal mail, various discounts). \- Reconcile and integrate cash collections from representatives (revenues). \- Cancel documents (cheques and promissory notes) reflected in representative settlements. \- Maintain Excel sheet tracking daily and monthly collections. \- Daily reconciliation of cancelled collections. \- Transfer collections to Accounting. \- Select documents by due date to reconcile income. \- Income reconciliation, remittance issuance, and collection portfolio printing. \- Daily collection report. \- Prepare and stamp documents for signature and deposit via chequebook/truncator. \- Manage invoices for collection as required—by Collector 1 (factory) and various customers per commercial request. \- Review and maintain customer and central customer accounts. \- Gather necessary information to manage and resolve incidents arising from various factors observed during reviews or payment reconciliations that have caused delays or discrepancies. Requirements: \- Higher Vocational Training (FP Grado Superior) in Administration and Finance, or Bachelor’s/Degree in Business Administration and Management. \- Advanced proficiency in Microsoft Office and management tools. \- Knowledge of Microsoft Business Central. \- Driver’s license and personal vehicle preferred. \- Prior experience in a similar position is valued. Offer: \- Temporary full-time contract for six months, with possible conversion to permanent. \- Working days: Monday to Friday. \- Working hours: 08:00–17:00 Monday to Thursday; 08:00–16:00 on Fridays. Workplace: Móstoles. Interested candidates must register at www.mostolesemplea.es. Ensure you meet the company’s stated requirements and apply for reference number 3658. Employment Type: Full-time, Permanent Contract Salary: Up to €23,600.00 per year Work Location: On-site