Operations Assistant

Operations Assistant

Location: Remote from Latin America
Schedule: Monday–Friday, 9:00 AM – 5:00 PM (EST)
Compensation: $1,400 – $1,800 USD per month (based on experience)
Time Off: U.S. holidays observed
Engagement: Long-term, full-time support
Reporting Relationship: Directly supports ownership / principal leadership

About the Opportunity

Latino Legends is in search of a highly organized and detail-oriented Operations Assistant on behalf of two U.S.-based professional services firms. Our clients are small, well-established businesses operating in technical and regulatory-driven environments, including engineering consulting, expert services, environmental compliance, and inspections.

This role supports both organizations, with the majority of time dedicated to one firm and a smaller, consistent portion allocated to the second. The ideal candidate is proactive, reliable, and comfortable working independently while managing administrative, operational, and billing-related responsibilities across multiple work streams.

Time Allocation

• Primary Client: Approximately 4 days per week

• Secondary Client: Approximately 1 day per week

(Exact allocation may flex based on workload and priorities.)

Key ResponsibilitiesPrimary Client Responsibilities (Majority of Time)

Operations & Administrative Support

• Coordinate schedules, inspections, and calendars

• Communicate professionally with external stakeholders (including clients, legal professionals, and partners) via email and phone

• Track project progress, deadlines, and follow-ups

• Assist with time tracking and internal workflow organization

Billing & Financial Support

• Prepare and issue invoices accurately and on schedule

• Monitor accounts receivable and follow up on outstanding payments

• Assist with QuickBooks tasks, including invoice entry, payment tracking, and basic reconciliation

• Maintain organized project and financial documentation

Client Support

• Respond to routine client inquiries in a timely and professional manner

• Prepare engagement letters and standard project documentation using provided templates

• Maintain CRM systems or internal client tracking tools

Lead Generation & Business Development Support

• Research and identify potential prospective clients aligned with the firm's services (engineering, compliance, inspections, expert services)

• Build and maintain lead lists using provided criteria (industry, location, project type, etc.)

• Update and manage CRM or lead-tracking spreadsheets with accurate, current information

• Assist with outbound outreach preparation, including:

  • Drafting professional email templates using provided messaging

  • Scheduling follow-up reminders and touchpoints

• Monitor responses and flag qualified or engaged leads for leadership review

• Support proposal pipeline tracking to ensure no opportunities fall through the cracks

Secondary Client Responsibilities (Approximately One Day per Week)

Bidding & Proposals

• Prepare and submit bids for inspection and compliance-related projects

• Track submissions and responses

Billing & Client Communication

• Send invoices and follow up on payments

• Handle routine client email correspondence

• Provide basic bookkeeping support in QuickBooks as needed

Required Qualifications

• Previous experience in an administrative, operations, or virtual assistant role

• Strong written and verbal English communication skills

• High attention to detail with excellent organizational abilities

• Ability to work independently and manage responsibilities in a remote environment

• Proficiency with:

  • Email and calendar management tools

  • Microsoft Excel or Google Sheets

  • QuickBooks (or demonstrated ability to learn quickly)

Preferred Qualifications

• Experience supporting engineering, consulting, legal, or professional services firms

• Familiarity with invoicing, time-based billing, or retainer-based services

• Prior experience working remotely or as a virtual assistant

• Comfort managing priorities across multiple businesses or workstreams

What Success Looks Like in This Role

• Invoices are accurate, timely, and consistently sent

• Schedules are well-organized with minimal conflicts

• Clients receive prompt, professional communication

• Financial and project records are clean, organized, and up to date

• Leadership is freed up to focus on technical execution and business development

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