Operations Assistant - 20833

Remotemid

Operations AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Customer Communication Answer incoming customer phone calls and provide professional,

Requirements Summary

2+ 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,

Technical Tools

Operations AssistantAdministration & Office Support

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

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Role

~1 min read

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.

Responsibilities

~2 min read

Customer Communication

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Answer incoming customer phone calls and provide professional, friendly support
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Respond promptly to customer text messages and other inquiries
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Follow up with customers regarding estimates, scheduled services, completed work, invoices, and payments
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Maintain clear and professional communication throughout the customer lifecycle
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Escalate issues or questions to the owner when necessary

Scheduling & Operations

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Schedule and coordinate service appointments based on customer needs and technician availability
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Manage and organize the company calendar
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Coordinate schedules and daily activities with field technicians
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Help ensure technicians have the information they need for upcoming jobs
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Keep customer and job information organized and up to date
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Proactively identify scheduling conflicts or outstanding tasks and address them before they become issues

Estimates, Invoicing & Payments

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Prepare and send customer estimates
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Create and send invoices following completed work
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Track outstanding invoices and follow up with customers regarding payments
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Maintain accurate records of estimates, invoices, and payments
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Assist with general administrative and bookkeeping-related tasks
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Keep financial and operational information organized within the company's systems

Administrative Support

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Help manage the day-to-day administrative operations of the business
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Maintain organized records and customer information
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Follow up on open items and ensure tasks are completed without requiring constant reminders
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Look for ways to improve organization, communication, and efficiency
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Provide general operational support to the owner as needed

Requirements

~1 min read

2+ 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.