Administrative Assistant

Administrative Assistant (Entry Level)

Location: Tampa / St. Petersburg, FL
Company: BIOLAN North America LLC

About BIOLAN

BIOLAN is a technology company specialized in food safety and quality control solutions, working with leading companies in the dairy, seafood, and food industries. BIOLAN North America LLC is the U.S. subsidiary of BIOLAN Microbiosensores (Spain), created to support our growing customer base across the United States and Canada.

We are looking for an entry-level Administrative Assistant to support the day-to-day operations of our North American office. This role is ideal for someone highly organized, detail-oriented, and eager to grow within an international and technical environment.

Key Responsibilities

• Process customer orders and ensure accurate internal registration
• Prepare and send customer invoices
• Track payments and follow up on outstanding invoices when needed
• Register and reconcile invoicing and basic accounting records
• Support basic accounting tasks (data entry, expense tracking, coordination with external accountants)
• Manage and organize incoming and outgoing emails
• Respond to customer and internal inquiries in a professional and timely manner
• Coordinate and follow up on shipments (tracking, delivery confirmation, documentation)
• Maintain organized digital records (orders, invoices, shipping documents)
• Provide general administrative support to the North America team

Required Skills & Qualifications

• Entry-level profile (0–2 years of experience in administrative or office roles)
• Basic understanding of accounting and invoicing processes
• Comfortable working with Excel (spreadsheets, basic formulas, data organization)
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and priorities
• Clear written and verbal communication skills
• Proactive, reliable, and willing to learn
• Ability to work independently while coordinating with an international team
• Nice to Have (Not Mandatory)
• Experience with accounting or ERP software (e.g. QuickBooks)
• Previous exposure to order processing, invoicing, or logistics
• Experience working in an international or technical company
• Basic knowledge of shipping or logistics processes
• Knowledge of Spanish is a plus, given coordination with the European headquarters

What We Offer

• Entry-level position with growth potential
• Hands-on exposure to accounting, operations, and logistics
• Opportunity to work in an international company with close collaboration with Europe
• Supportive and dynamic work environment
• Competitive entry-level compensation based on experience