Administrative Assistant with English & Spanish

ph3Operations Assistant Position at DANA DAIRY GROUP /h3pAbout Dana Dairy Group /ppDana Dairy Group is a global leader in the dairy and infant nutrition industry, supplying high-quality dairy products to more than 90 countries worldwide. With manufacturing, sourcing, logistics, and commercial operations spanning multiple continents, Dana Dairy manages a complex international supply chain serving distributors, retailers, food manufacturers, and government customers. /ph3About the Role /h3pWe are looking for a highly organized and detail-oriented Operations Assistant to support our global operations team and help ensure smooth coordination between sales, logistics, procurement, production, and finance functions. /ph3Position Summary /h3pThe Operations Assistant plays a critical role in supporting the daily execution of customer orders, supplier coordination, logistics processes, inventory management, documentation control, and internal communication. The role requires strong administrative skills, excellent attention to detail, and the ability to work effectively in a fast-paced international environment. /ppThe adecuado candidate is proactive, structured, and capable of managing multiple tasks simultaneously while maintaining a high level of accuracy. /ph3Key Responsibilities /h3h3Order Management Customer Support /h3ulliProcess and monitor customer orders from receipt to delivery. /liliVerify order details, pricing, product specifications, and delivery requirements. /liliCoordinate order execution with sales managers and customers. /liliFollow up on order status and provide updates to relevant stakeholders. /liliMaintain accurate order records within company systems. /li /ulh3Logistics Coordination /h3ulliCoordinate shipments with freight forwarders, warehouses, and logistics providers. /liliMonitor inbound and outbound deliveries. /liliTrack shipment progress and proactively identify delays or issues. /liliSupport preparation of shipping instructions and transport documentation. /liliAssist in resolving logistics-related operational challenges. /li /ulh3Documentation Management /h3ulliPrepare and review commercial and shipping documentation, including: /liliCommercial Invoices /liliPacking Lists /liliCertificates of Origin /liliHealth Certificates /liliExport Documentation /liliCustomer Documentation Packages /liliEnsure documentation accuracy and compliance with customer and regulatory requirements. /liliMaintain organized electronic filing systems. /li /ulh3Procurement Supplier Coordination /h3ulliSupport communication with suppliers regarding orders, deliveries, and documentation. /liliMonitor supplier performance and delivery schedules. /liliAssist in collecting quotations and maintaining supplier records. /liliCoordinate purchasing activities as directed by management. /li /ulh3Inventory Production Coordination /h3ulliMonitor inventory reports and stock movements. /liliAssist in coordinating production schedules with manufacturing partners. /liliFollow up on production progress and product availability. /liliSupport inventory reconciliation and reporting activities. /li /ulh3Internal Coordination /h3ulliAct as a communication link between Sales, Logistics, Finance, and Management teams. /liliEnsure information is communicated accurately and promptly between departments. /liliSupport management with operational reporting and administrative tasks. /li /ulh3Data Management Reporting /h3ulliMaintain accurate records in ERP, CRM, and internal systems. /liliPrepare operational reports and performance summaries. /liliMonitor key operational KPIs and provide updates when requested. /liliAssist with data analysis and process improvement initiatives. /li /ulh3Qualifications /h3h3Education /h3ulliBachelor's degree preferred in: Business Administration, Supply Chain Management, Logistics, International Business, Economics. /liliRelevant work experience may substitute for formal education. /li /ulh3Experience /h3ulli1–3 years of experience in operations, logistics, supply chain, customer service, or administration. /liliExperience in international trade or FMCG industries is an advantage. /liliExperience working with ERP systems is preferred. /li /ulh3Skills Competencies /h3ulliExcellent organizational and time management skills. /liliStrong attention to detail and accuracy. /liliAbility to manage multiple priorities simultaneously. /liliStrong written and verbal communication skills. /liliAdvanced proficiency in Microsoft Excel, Word, and Outlook. /liliAbility to work independently in a remote international environment. /liliProblem-solving mindset and proactive attitude. /liliStrong follow-up and coordination capabilities. /li /ulh3Language Requirements /h3ulliFluent English and Spanish (written and spoken). /liliAdditional languages are considered an advantage. /li /ulh3What We Offer /h3ulliOpportunity to work in a truly global business operating in over 90 countries. /liliExposure to international trade, supply chain management, and dairy industry operations. /liliProfessional development and career growth opportunities. /liliDynamic and multicultural work environment. /liliCompetitive compensation package. /liliFully remote work arrangement with international collaboration opportunities. /li /ul /p