Volcano Builders: Distant Administrative & Operations Assistant

The10minutecareersolution; Mexico; On-site; PHP 590,520 - 843,600; Full time

Job summary

Volcano Builders in LATAM (Mexico) is seeking a highly organized, self-managed Distant Administrative & Operations Assistant to handle backend duties for a U.S.-based development firm. You’ll own tasks and work without micromanagement, supporting contracts, invoicing, and communications.

The role requires English fluency, full-time availability during Pacific Time (830 AM–4 PM PST), strong organizational skills, and experience with QuickBooks Online, Google Drive, and group chat tools.

Qualifications

• Fluent written and spoken English.
• Strong organizational skills and attention to detail.
• Willingness to work full-time during Pacific Time hours.

Responsibilities

• Handle emails with contractors, distributors, and shoppers.
• Ship and observe W9/W8 forms and subcontractor agreements.
• Coordinate with accountant and bookkeeper (QuickBooks Online).
• Add and set up contracts, invoices, and receipts in Google Drive.
• Monitor contracts signed on paper; scan and digitize; title and file.
• Create new tasks in QuickBooks and monitor fee schedules.
• Onboard new subcontractors (test paperwork, follow up).
• Reply to consumer questions on group chats rapidly and professionally.
• Send welcome emails and telephone confirmations to new shoppers.
• Observe licenses and permits; coordinate with metropolis/architect as needed.
• Prepare physical contract templates (print or field use).

Skills

English communication

Organizational skills

Attention to detail

Tools

QuickBooks Online

Google Drive

WhatsApp

Monday.com

Job description

Volcano Builders: Distant Administrative & Operations Assistant

Distant Administrative & Operations Assistant (LATAM / Mexico – PST Hours)

We’re searching for a extremely organized, dependable, and self-managed distant assistant to deal with administrative and operational duties for a U.S.-based development firm. This function is vital to our backend operations. We want somebody who owns their tasks and doesn’t have to be micromanaged.

What You’ll Do

• Handle emails with contractors, distributors, and shoppers (Gmail + shared inbox)
• Ship and observe W9/W8 kinds and subcontractor agreements
• Coordinate with our accountant and bookkeeper (QuickBooks On-line)
• Add and set up contracts, invoices, and receipts in Google Drive
• Monitor contracts signed on paper → scan, digitize, title, add
• Create new tasks in QuickBooks and observe fee schedules
• Onboard new subcontractors (test paperwork, comply with up)
• Reply to consumer questions on group chats rapidly and professionally
• Ship welcome emails and telephone confirmations to new shoppers
• Observe licenses and permits, coordinate with metropolis/architect as wanted
• Put together bodily contract templates (to be printed or used within the subject)

What You Want

• Primarily based in Mexico or Latin America
• Glorious English communication expertise (written + spoken)
• Obtainable full-time throughout Pacific Time hours (830 AM – 4 PM PST)
• Sturdy organizational expertise, follow-up, and a focus to element
• QuickBooks On-line (or capability to be taught rapidly)
• Scanning and importing paperwork
• WhatsApp, Monday.com, or different staff communication instruments

Pay & Phrases

• Hourly charge: $7–$10 USD/hour relying on expertise
• Paid bi-weekly by way of Sensible or Payoneer
• Lengthy-term, steady function with room to develop for those who’re dependable