Operations Assistant 20833

Role: Operations Assistant
Priority Location: Latin America
Working Hours: Monday-Friday fully aligned with the companys operating hours (Eastern Time)
Target Start Date: ASAP

The final offer is at the clients discretion and will depend on the candidates interview result skills and experience.

We are seeking a reliable proactive and highly organized Operations / Office Assistant to support a growing property maintenance and handyman services business in Puerto Rico.

This person will serve as the primary administrative point of contact for the business helping manage day-to-day customer communication scheduling estimates invoicing payment tracking and coordination with field technicians. The ideal candidate has experience supporting a service-based business and is comfortable taking ownership of administrative and operational workflows with minimal supervision.

This is a full-time long-term opportunity for someone who is highly organized responsive customer-focused and capable of keeping multiple priorities moving at once.

Customer Communication

• Answer incoming customer phone calls and provide professional friendly support

• Respond promptly to customer text messages and other inquiries

• Follow up with customers regarding estimates scheduled services completed work invoices and payments

• Maintain clear and professional communication throughout the customer lifecycle

• Escalate issues or questions to the owner when necessary

Estimates Invoicing & Payments

• Prepare and send customer estimates

• Create and send invoices following completed work

• Track outstanding invoices and follow up with customers regarding payments

• Maintain accurate records of estimates invoices and payments

• Assist with general administrative and bookkeeping-related tasks

• Keep financial and operational information organized within the companys systems

Administrative Support

• Help manage the day-to-day administrative operations of the business

• Maintain organized records and customer information

• Follow up on open items and ensure tasks are completed without requiring constant reminders

• Look for ways to improve organization communication and efficiency

• Provide general operational support to the owner as needed

• 3 years of experience in an administrative operations customer service or office support role

• Experience working with a service-based business home services company property management company construction company or similar environment is strongly preferred

• Fluent Spanish with strong written and verbal communication skills

• Strong English communication skills

• Excellent organization and attention to detail

• Strong customer service and phone communication skills

• Comfortable managing multiple priorities in a fast-paced environment

• Self-starter who can work independently and take ownership of responsibilities

• Strong follow-through and accountability

• Comfortable learning new software and technology

• Able to communicate effectively with both customers and field technicians

• Someone who identifies what needs to be done and gets it done without needing constant direction

• Scheduling Efficiency: Maintain a zero-conflict calendar by accurately coordinating service appointments and technician schedules in real-time ensuring all team members are fully prepared with necessary job details.

• Administrative Turnaround: Achieve a 24-hour turnaround for processing estimates and invoices ensuring accurate financial record-keeping and timely follow-ups on outstanding payments to support healthy cash flow.

• Customer Responsiveness: Ensure 100% of customer inquiries phone calls and messages are acknowledged and addressed promptly during business hours maintaining professional communication throughout the service lifecycle.