Operations Assistant - 19608

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Role: Operations Assistant

Priority Location: LATAM / SA

Working Hours: 8AM - 5PM PST 

Salary Range: $1,500 - $2,000

Type of contract: Full-Time 

Type of job: Remote

About the Company: 

Our client is a growing restoration and field services business based in California, operating within a larger franchise network. Currently, the business consists of a dedicated team of seven field crew members, with the owner remaining deeply involved in day-to-day operations.

Following a major spike in activity after the recent Los Angeles fires, the business has experienced accelerated growth and increased operational complexity. The owner now finds themselves heavily buried in administrative work—such as invoicing, collections, estimate preparation, and data management—limiting their ability to focus on business development and scaling.

They are looking to bring on their first dedicated offshore team member to streamline operations, improve back-office efficiency, and create operational leverage. This role will initially support a workload closer to 0.5 FTE, with the expectation to rapidly scale into a fully utilized, long-term full-time position.

About the Role: 

As the Operations & Admin Coordinator, you will take full ownership of critical operational, financial, and administrative functions. You will play a key part in helping the owner step away from repetitive tasks so they can refocus on business development and company growth.

This is a heavily process- and data-driven role. You will manage large volumes of information with extreme accuracy, coordinate invoicing and collections, prepare estimates within Xactimate, and clean extensive inventory datasets (sometimes exceeding 10,000 items) received from the field teams.

If you are highly analytical, systems-oriented, and love bringing order to operational chaos, this is an excellent opportunity to become a core operational partner in a scaling business.

Key Responsibilities

• Financial Coordination: Manage invoicing and collections processes across active projects. Mirror simplified invoice information within QuickBooks where needed.
• Estimating Support: Prepare, organize, and maintain estimates and invoices within Xactimate.
• Data & Inventory Management: Process, clean, and manage large, complex "total loss inventory" datasets and operational records.
• Field Coordination: Organize and update data, project photos, and supporting documentation received from field teams.
• Workflow Optimization: Support operational workflow management, track project reporting, and proactively help reduce administrative bottlenecks.
• Executive Support: Provide general operations and administrative support to the business owner.

• Experience: Proven experience in operations, administration, project coordination, invoicing, bookkeeping support, or a similar role.
• Industry Knowledge: Prior experience supporting construction, restoration, insurance, field services, or trade-related businesses is highly advantageous.
• Data Savvy: High comfort level managing large amounts of data, repetitive administrative workflows, and complex spreadsheets.
• Software: Experience with QuickBooks is strongly preferred; experience with Xactimate is highly preferred.
• Communication: Excellent written and verbal English communication skills.
• Mindset: Highly organized, detail-oriented, process-driven, and comfortable working independently in a fast-paced environment.
• Remote Experience: Previous experience working successfully with remote teams is beneficial.

• QuickBooks
• Xactimate
• Google Drive & cloud-based file-sharing tools
• Internal operational & inventory management systems

You are someone who genuinely enjoys bringing structure to a fast-growing business. You are dependable, highly organized, and comfortable taking initiative without needing constant oversight. You don't get overwhelmed by large numbers or data cleanup; instead, you take pride in accuracy and efficiency. You are excited about the prospect of becoming a trusted, long-term partner to an entrepreneur and growing alongside the company.