[Hiring] Office Administrator Assistant @HireLATAM

Role Description

Our Client is seeking a highly organized, detail-oriented, and proactive Office Administrator Assistant to serve as the structural anchor of their day-to-day business operations. This comprehensive position seamlessly blends high-touch client relations, field crew dispatching, and core financial bookkeeping. The successful candidate will act as a polished first point of contact for residential and commercial stakeholders, manage high-density field calendars, and maintain pristine accounting records within QuickBooks Online to streamline accounts receivable and drive organizational efficiency.

Key Responsibilities

• Customer Experience & Communications:
  • Serves as the professional first point of contact, answering high-volume incoming phone calls and text streams courteously and efficiently.
  • Manages the centralized corporate email inbox, responding to service requests, client inquiries, and B2B contractor messages promptly.
  • Qualifies incoming leads, captures precise job data, and routes high-priority customer requests to the appropriate internal teams.
  • Nurtures professional relationships with homeowners, project managers, and commercial developers to ensure an exceptional brand experience.
• Scheduling & Dispatch Logistics:
  • Coordinates real-time scheduling for multiple field installation and assessment crews.
  • Optimizes service routes and updates digital corporate calendars to minimize downtime and maximize territory coverage.
  • Manages schedule updates, adjustments, and emergency changes, communicating shifts clearly to both clients and field technicians.
  • Ensures all relevant job information, project scopes, gate codes, and technician assignments are perfectly documented prior to crew arrival.
• Bookkeeping & Accounts Receivable:
  • Executes accurate daily bookkeeping workflows, entering transaction information and updating ledgers within QuickBooks Online.
  • Administers the invoicing pipeline, generating clear statements and tracking pending customer payments.
  • Audits accounts receivable logs, systematically executing professional follow-up protocols on outstanding or overdue invoices.
  • Organizes financial project folders, prepares basic transaction reports, and assists executive leadership with administrative tasks to optimize company development.

Qualifications

• 2+ years of verified professional experience in an administrative support, office coordination, or executive assistant role.
• Direct, hands-on administrative experience utilizing QuickBooks Online to manage invoicing, track payments, or log transactional records.
• Practical understanding of standard bookkeeping procedures, account reconciliation, and accounts receivable (AR) management.
• Elite verbal and written English communication skills, characterized by professional phone etiquette and the confidence to converse with US-based B2B contractors and residential homeowners.
• Exceptional multitasking capabilities, an acute attention to detail, and a proven ability to manage complex scheduling structures independently.
• Ownership of a dedicated, completely quiet home office environment, a modern, high-performance computer setup, and a stable, high-speed internet connection capable of supporting cloud-based database operations.

Preferred Qualifications

• Prior administrative, scheduling, or bookkeeping experience supporting a US residential trades platform (e.g., waterproofing, roofing, plumbing, excavation, or general construction).
• Direct experience handling dispatch logistics for multi-crew field teams.
• High familiarity navigating modern service-based CRM platforms and customer databases.

Benefits

• A predictable, competitive base salary range ($1,200 – $1,500 USD) tied directly to experience and software competency.
• Join an expanding specialized service brand where your structural accuracy directly impacts field productivity and cash flow health.
• Establish a stable professional career path with structured daytime hours executed entirely from the comfort of a home office.

Application Disclaimer: Please Read Before Proceeding

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

• Voice/Video Recording is REQUIRED. Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.
• Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role.
• To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications.
• All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.