Operations Assistant

hace 4 semanas


Quito Latino Legends Full time$1.400 - $1.800

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.

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



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