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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