Operations Assistant

Operations Assistant Location: Remote from Latin AmericaSchedule: 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 supportReporting 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. This role supports both organizations, with the majority of time dedicated to one firm and a smaller, consistent portion allocated to the second. The ideal candidate is proactive, reliable, and comfortable working independently while managing administrative, operational, and billing-related responsibilities across multiple work streams. 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 Communicate professionally with external stakeholders (including clients, legal professionals, and partners) via email and phone 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 Handle routine client email correspondence 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: Email and calendar management tools 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 minimal 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 #J-18808-Ljbffr