Office Manager / Executive Assistant - 20816

______________________________________________________________________

Position: Office Manager / Executive Assistant

Location: Remote — Latin America or South Africa preferred

Schedule: Full-time, aligned with 7:00 AM–3:00 PM Central Time

Compensation: $1,500–$2,800 USD/month, depending on experience and overall value

Employment: Full Time

Our client is a family-owned manufacturing company with decades of experience producing metal cleaners, pretreatment chemicals, and specialty chemical products for industrial applications. The company serves customers across the United States and is expanding into international markets, including Canada and the United Kingdom. With a lean and growing operation, they are seeking a capable professional to support day-to-day administrative functions and allow leadership to focus on business development, international expansion, distributor relationships, and product development.

Our client is looking for a highly capable Office Manager / Executive Assistant hybrid who can become the operational backbone of the company's day-to-day office functions.

The immediate priority is to take ownership of a large amount of manual order-processing and administrative work that currently consumes approximately five hours per day of the owner's time.

This is not simply a data-entry position. Our client is looking for someone who can take ownership, work independently, identify what needs to be done, and gradually expand their responsibilities as they build trust within the company.

The ideal candidate will be comfortable managing transactional work accurately while also operating as a true executive assistant — helping with email, correspondence, scheduling, travel, conferences, and other administrative needs.

Over time, there is significant potential for this person to take on additional responsibilities such as payroll, broader office management, and other finance/administrative functions.
 

• →

  Own the end-to-end processing of our clients Amazon orders.

• →

  Pull and review incoming orders from Amazon.

• →

  Enter orders accurately into QuickBooks.

• →

  Communicate orders to the KCI manufacturing team for fulfillment.

• →

  Generate UPS shipping labels for completed orders.

• →

  Enter shipment tracking information back into Amazon.

• →

  Monitor orders through the fulfillment process and help identify and resolve issues.

• →

  Maintain accurate records and ensure orders move efficiently from purchase through shipment.

• →

  Help improve and streamline the company's current manual order-processing workflow.

Our client currently processes approximately 80–100 Amazon orders per week, representing roughly 80–160 pails of product per week.

• Create and process customer invoices in QuickBooks.

• Monitor outstanding invoices.

• Assist with customer collections and follow-up.

• Maintain accurate financial and customer records.

• Support additional bookkeeping or finance-related tasks as appropriate.

• Potentially take on payroll and other administrative finance responsibilities as the role develops.

• Manage and organize the owner's inbox.

• Draft and respond to routine emails and business correspondence.

• Help prioritize communications and ensure important items receive timely attention.

• Assist with technical correspondence and documentation.

• Support basic documentation related to product and hazardous-material requirements after receiving appropriate training.

• Manage calendar and scheduling needs.

• Coordinate meetings and appointments.

• Assist with business travel and conference logistics.

• Support our client's participation in industry events and trade shows, including events in Las Vegas, Toronto, and Mexico City.

• Become a dependable point person for the company's day-to-day administrative needs.

• Identify administrative tasks that can be taken off the owner's plate.

• Create organization and structure around recurring processes.

• Help document and improve workflows where appropriate.

• Take on additional administrative responsibilities as the business continues to grow.

• Proactively identify ways to make the business more efficient.

The most important characteristic is ownership.

Our client is a small, rapidly growing company, and this person will work closely with the owner. The ideal candidate will not wait for a detailed SOP for every task. They should be comfortable asking questions, learning the business, figuring things out, and taking responsibility for outcomes.

• 2+ years of experience in an Office Manager, Executive Assistant, Operations Assistant, Administrative Manager, Bookkeeper, or similar role.

• Strong experience with administrative and operational workflows.

• Experience using QuickBooks is highly preferred.

• Experience with order processing, invoicing, bookkeeping, shipping, or e-commerce operations is a strong plus.

• Comfortable working with Amazon order management and/or similar e-commerce platforms.

• Comfortable creating shipping labels and managing shipment tracking.

• Strong written and verbal English communication skills.

• Highly organized and detail-oriented.

• Able to manage multiple priorities without constant supervision.

• Strong critical-thinking and problem-solving abilities.

• Comfortable working with ambiguity and taking initiative.

• Professional and polished when communicating with customers, vendors, and business partners.

• Trustworthy and capable of handling sensitive financial and business information.

• Interested in building a long-term career with our client rather than treating this as a short-term or side position.

Candidates with a background in accounting, bookkeeping, finance administration, or office management are especially attractive, particularly if they have transitioned into working remotely with U.S.-based businesses.

Industry experience in chemicals or manufacturing is not required. Our client is comfortable training the right person on its products, processes, and specific compliance requirements.

This person should be someone who can start with clearly defined responsibilities and grow into a broader operational role.

Initially, much of the position will involve order processing, QuickBooks, shipping, invoicing, and collections. However, the long-term opportunity is much broader.

A successful person could eventually become responsible for:

• Payroll

• Broader bookkeeping and finance administration

• Office management

• Executive support

• Vendor coordination

• Administrative process improvement

• Additional operational responsibilities

The owner is specifically looking for someone who can become a trusted right hand and meaningfully reduce the amount of administrative work he personally handles.

This is a full-time position, with a schedule aligned closely to our client's operating hours:

Candidates must be comfortable consistently working these hours and being available during the company's core operating window.

This is a dedicated position. The selected candidate is expected to treat our client's as their full-time employer and not simultaneously work another full-time job.