Administrative Assistant

Ottomatik.io; Ciudad de México; A distancia; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A remote services company is seeking an Administrative Assistant / Bookkeeper to handle invoicing, vendor management, and administrative operations. This position focuses on detail-oriented and organized candidates with at least 2 years of experience in bookkeeping. Compensation ranges from $1,500 to $1,800 USD/month. Candidates must be comfortable working in a USA time zone and submitting applications in English.

Formación

• Minimum 2 years of experience in bookkeeping and administrative coordination.
• Strong working knowledge of QuickBooks Online, Airtable, PandaDoc, and PowerPoint.
• Proactive, self-starter attitude and ability to work independently in a remote environment.

Responsabilidades

• Create and manage client invoices in QuickBooks Online following templates and tax rules.
• Draft and manage contracts in Airtable and PandaDoc with accurate information.
• Oversee the shipping of kits, gifts, and materials for events.

Conocimientos

Attention to detail

Organizational skills

Written communication

Verbal communication

Herramientas

QuickBooks Online

PandaDoc

Airtable

PowerPoint

YouTube

Dropbox

Slack

Email

Descripción del empleo

Hi there! We are South and our client is looking for a Administrative Assistant / Bookkeeper!

Note To Applicants

• Eligibility: This position is open to candidates residing in Latin America.
• Application Language: Please submit your CV in English. Applications submitted in other languages will not be considered.
• Professional Presentation: We encourage you to showcase your professional experience by including a Loom video in the application form. While this is optional, candidates who provide a video presentation will be given priority.
  
  

About The Role

This role is perfect for someone highly organized, detail-oriented, and comfortable managing both financial tasks and operational workflows. You’ll play a key role in ensuring our contracts, invoicing, and vendor management run smoothly and efficiently.

What You’ll Do

Bookkeeping & Finance

• Create and manage client invoices in QuickBooks Online (QBO) following templates, revenue categories, and tax rules.
• Send invoices via Plooto or Stripe and ensure correct payment terms are applied.
• Set up and maintain vendor agreements using PandaDoc, ensuring proper cost tracking.
• Reconcile monthly payments, track deposits, and support accurate year-end reporting.
  
  

Administrative Operations

• Draft and manage contracts in Airtable and PandaDoc with accurate client/vendor/event information.
• Research and source new vendors; manage introduction calls using a standard script and gather required media/assets.
• Create professional slide decks in PowerPoint using company templates.
• Upload and edit videos on YouTube for internal use (e.g., vendor demos).
  
  

Logistics Support

• Oversee the shipping of kits, gifts, and materials for events.
• Coordinate couriers, manage delivery timelines, and track inventory.
  
  

Tools You’ll Use

QuickBooks Online, PandaDoc, Airtable, PowerPoint, YouTube, Dropbox, Slack, and Email.

Requirements

• Minimum 2 years of experience in bookkeeping and administrative coordination.
• Strong working knowledge of QBO, Airtable, PandaDoc, and PowerPoint.
• Exceptional attention to detail and ability to organize contracts, invoices, and timelines.
• Strong written and verbal communication skills in English.
• Proactive, self-starter attitude and ability to work independently in a remote environment.
  
  

Compensation: $1,500 - 1,800 USD/month

USA Time Zone

If this opportunity sounds good to you, send us your resume!