Job Descriptions

As our Program Assistant, you’ll support HID’s success by: 

• Sending order confirmation/proforma invoices to customers  
• Requesting release-hold of shipments to finance
• Creating COO with Chamber of Commerce and certificate of insurance with Global Cargo
• Controlling documents against customer order and sign them (electronically). Provide customer/agent requirements for Air Waybill. Modify commercial invoices (PDF) when required.
• Sending commercial invoice to customers as well as issuing and sending credit notes
• Controlling documents against LoC and sending LoC documents to the bank (BNP) for payment (SLA 48h)
• Serve as backup for PMO Order Management and other Oracle transactions, Forecasting and Revenue reporting
• Logistics and Travel Coordination
• Assisting PMs with Program Cost Reporting
• Assisting in the planning of customer site visits to HID facilities
• Proofreading and editing of documents and program deliverables

What we will love about your background:

• Demonstrated time management, communication, decision-making, presentation and organization skills.
• Ability to work independently
• Ability to perform multiple tasks simultaneously and complete short-term and/or long-term tasks and project assignments on time
• Ability to work in a team-oriented atmosphere
• Must have the ability to work with and deal with various languages and cultures.
• Must demonstrate customer focused mentality

Your Experience and Education include:        

• Degree or certification from a Recognized Program preferred
• Experience in an office environment providing administrative support
• Experience with banking financial transactions, letters of credit, invoices, release hold statements, pro-forma invoices, etc.
• Experience with financial reporting and forecasting
• Experience of project co-ordination/administration
• Experience of managing small projects,
• Working knowledge of Oracle: Order Management, Project Module, Agile
• Working knowledge of Microsoft Office tools: Word, PowerPoint, Excel
• Fluent in English
• Spanish and other languages a plus

Skills

• Communication Skills
• Presentation Skills
• Organisational Skills
• Fluent in English
• Time Management Skills

Experience

• 3+ years