Operations Assistant

hace 3 días

Buenos Aires, Argentina Latino Legends A tiempo completo

**Operations Assistant**:
**Location**: Remote from Latin America
**Schedule**: Monday-Friday, 9:00 AM - 5:00 PM (EST)
**Compensation**:$1,400 - $1,800 USD per month** (based on experience)
**Time Off**:U.S. holidays observed**
**Engagement**: Long-term, full-time support
**Reporting Relationship**: Directly supports ownership / principal leadership

**About the Opportunity**:
Latino Legends is in search of a highly organized and detail-oriented **Operations Assistant** on behalf of two U.S.based professional services firms. Our clients are small, well-established businesses operating in technical and regulatory-driven environments, including engineering consulting, expert services, environmental compliance, and inspections.

**Time Allocation**:

- **Primary Client**: Approximately 4 days per week
- **Secondary Client**: Approximately 1 day per week

(Exact allocation may flex based on workload and priorities.)

**Key Responsibilities**:
**Primary Client Responsibilities (Majority of Time)**:
**Operations & Administrative Support**
- Coordinate schedules, inspections, and calendars
- Track project progress, deadlines, and follow-ups
- Assist with time tracking and internal workflow organization

**Billing & Financial Support**
- Prepare and issue invoices accurately and on schedule
- Monitor accounts receivable and follow up on outstanding payments
- Assist with QuickBooks tasks, including invoice entry, payment tracking, and basic reconciliation
- Maintain organized project and financial documentation

**Client Support**
- Respond to routine client inquiries in a timely and professional manner
- Prepare engagement letters and standard project documentation using provided templates
- Maintain CRM systems or internal client tracking tools

**Secondary Client Responsibilities (Approximately One Day per Week)**:
**Bidding & Proposals**
- Prepare and submit bids for inspection and compliance-related projects
- Track submissions and responses

**Billing & Client Communication**
- Send invoices and follow up on payments
- Provide basic bookkeeping support in QuickBooks as needed

**Required Qualifications**:

- Previous experience in an administrative, operations, or virtual assistant role
- Strong written and verbal English communication skills
- High attention to detail with excellent organizational abilities
- Ability to work independently and manage responsibilities in a remote environment
- Proficiency with:

- Microsoft Excel or Google Sheets
- QuickBooks (or demonstrated ability to learn quickly)

**Preferred Qualifications**:

- Experience supporting engineering, consulting, legal, or professional services firms
- Familiarity with invoicing, time-based billing, or retainer-based services
- Prior experience working remotely or as a virtual assistant
- Comfort managing priorities across multiple businesses or workstreams

**What Success Looks Like in This Role**:

- Invoices are accurate, timely, and consistently sent
- Schedules are well-organized with mínimal conflicts
- Clients receive prompt, professional communication
- Financial and project records are clean, organized, and up to date
- Leadership is freed up to focus on technical execution and business development

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