| Operations Assistant (LATAM) 15751

Operations Assistant (Remote Latin America)
Compensation: Competitive salary (USD)
Start Date: Immediate

About the company

Our client is a long-standing distributor in the rail industry specializing in rail car movers and related equipment. They hold exclusive distribution rights for key products across the U.S. Canada and Mexico. As they strengthen their systems and expand visibility across sales projects and inventory they are looking for a hands-on Operations Assistant to help bring structure and clarity to the daily operations.

Role Overview

This role is ideal for a self-driven operator who thrives in organized chaos and enjoys building systems that make teams run smoother. Youll report directly to the CFO-COO and work closely with the warehouse and sales teams.

Your top priorities will be:

1. Cleaning and managing HubSpot CRM
   
2. Implementing a practical inventory tracking system
   
3. Supporting sales operations and administration
   

If you take pride in order accuracy and proactive follow-through this role is for you.

Key Responsibilities

HubSpot Ownership

• Clean and organize 5000 existing contacts: deduplicate segment and enrich data.
  
• Maintain pipelines properties and automations for lead routing and follow-ups.
  
• Build recurring dashboards and reports for leadership and sales.
  
• Enforce and uphold data hygiene standards.
  

Inventory System Implementation and Management

• Partner with COO and the warehouse manager to evaluate and roll out an inventory solution.
  
• Define naming conventions categories and item masters for clear tracking.
  
• Maintain stock levels transfers receipts and adjustments.
  
• Support the full order-to-cash process: order entry fulfillment status invoicing handoff and issue tracking.
  
• Produce weekly inventory and order status reports.
  

Sales and SDR Support

• Triage inbound leads update CRM statuses and schedule calls.
  
• Run light outbound campaigns (list pulls sequences follow-ups) via HubSpot.
  
• Prepare quotes and proposals using existing templates.
  

Administrative & Operational Support

• Document processes and create SOPs for repeatable workflows.
  
• Assist with meeting preparation agendas and notes.
  
• Coordinate with vendors and contractors; track quotes and records.
  
• Maintain organized file structures across shared drives.
  
• Support basic AP-AR tasks by reconciling handoffs to accounting.
  

Success in the First 90 Days

30 Days: HubSpot contacts cleaned and standardized. Data hygiene rules documented. Draft inventory system plan in place.
60 Days: Core inventory system live for priority SKUs with reporting established. Sales pipeline reports used weekly.
90 Days: Order-to-cash flow documented and streamlined. Executives spending less time on admin.

Qualifications

• 3 years of experience in operations sales operations or administrative support for a B2B company.
  
• Proven hands-on experience with HubSpot or a comparable CRM (data cleaning list management reporting).
  
• Experience setting up or managing an inventory tracking workflow.
  
• Strong Excel or Google Sheets skills; comfortable with structured data.
  
• Excellent English communication skills (written and verbal).
  
• Organized process-driven and proactive in identifying inefficiencies and solving them.
  

Nice to Have

• Familiarity with tools like Motion or other productivity systems.
• Experience in industrial distribution or capital equipment industries.