Operations Assistant - 20833

Somewhere; Puerto Rico; Presencial; COP 109.344.000 - 140.585.000; Jornada completa

Descripción de la vacante

Somewhere is seeking an Operations / Office Assistant in Puerto Rico to manage daily customer communication, scheduling, estimates, invoicing, and payment tracking. You’ll serve as the primary administrative contact, coordinating with field technicians and maintaining organized records across systems.

The role requires 2+ years in admin/ops, fluent Spanish and strong English, and a proactive, independent work style in a service-based business environment.

Formación

• 2+ years of experience in administrative, operations, customer service, or office support.
• Experience in a service-based business, home services, property management, construction, or similar is strongly preferred.
• Fluent Spanish with strong written and verbal communication skills.
• Strong English communication skills and excellent organization.
• Ability to manage multiple priorities in a fast-paced environment and take ownership.
• Comfortable learning new software and technology and communicating with customers and field technicians.

Responsabilidades

• Handle day-to-day customer communication and scheduling, estimates, invoicing, and payment tracking.
• Coordinate with field technicians and manage the company calendar.
• Prepare and send estimates and invoices, and follow up on outstanding payments.
• Maintain organized records and support owner with administrative tasks.
• Identify process improvements to boost organization, communication, and efficiency.

Conocimientos

Customer service

Phone communication

Organizational skills

Multitasking

Self-starter

Bilingual: Spanish/English

Descripción del empleo

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

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.

Key Responsibilities

Customer Communication

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

Scheduling & Operations

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

Estimates, Invoicing & Payments

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

Administrative Support

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

Qualifications & Skills

• 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

Success In This Role

• 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.