Admin Assistant

Freelance Latin America; Maracaibo; Presencial; VES 120.000 - 450.000; A tiempo parcial

Descripción de la vacante

A remote administrative support provider is looking for an individual to manage communications and coordinate schedules for technicians. You will ensure smooth workflow and require strong organization and adaptability skills. The role is set from 1:00 p.m. to 5:00 p.m. EST, Monday to Friday, demanding consistent availability and dedication to client processes.

Formación

• Strong communication and ability to maintain coordination.
• Ability to handle information accurately.
• Experience in a dynamic environment with varied responsibilities.
• Comfortable using digital tools.

Responsabilidades

• Manage communications and client needs.
• Coordinate schedules and activities.
• Dispatch tasks to technicians.
• Maintain updated records.

Conocimientos

Strong phone communication

Attention to detail

Excellent organization

Time-management skills

Adaptability

Proactive and resourceful

Herramientas

Office 365

QuickBooks

Ticketing systems

WhatsApp

Descripción del empleo

Provide reliable administrative and operational support by managing communications, coordinating schedules, dispatching technicians, and ensuring smooth day-to-day workflow between the client, field technicians, and incoming requests. The role requires strong communication, organization, and adaptability to support a dynamic operational environment.

Key Responsibilities

• Review incoming emails, voicemail notifications, and automated transcriptions to identify client needs.
• Coordinate directly with Joe via calls and WhatsApp to discuss job previews, availability, and required next steps.
• Schedule preliminary visits, appointments, and daily activities in Joe’s calendar.
• Prepare initial information for estimates and gather required inputs from Joe.
• Dispatch daily tasks to three technicians using the ticketing system and send dispatch notifications.
• Maintain updated records of requests, tickets, schedules, and ongoing tasks.
• Use Office 365 tools (Outlook, Word, Excel) for documentation and administrative support.
• Marketing knowledge to help with LinkedIn account.
• Perform basic tasks in QuickBooks or similar accounting systems.

Key Qualifications

• Strong phone communication and ability to maintain constant coordination.

• High attention to detail and accuracy when handling information.
• Excellent organization and time-management skills.
• Adaptability to a dynamic environment with varied responsibilities.
• Proactive, resourceful, and able to work independently.
• Comfortable using digital tools (Office 365, ticketing systems, WhatsApp, QuickBooks-like systems).

Schedule: 1:00 p.m. – 5:00 p.m. EST (Monday to Friday)

📌 Before You Apply, Please Read:

At Freelance Latin America, we’re excited to connect you with meaningful remote opportunities. However, we want to be clear:

⏰ These are professional roles with set schedules defined by the client.
Consistent availability is expected. You will have a set work schedule determined by the client, and you are expected to be present during those hours.

🤝 You will be part of the client’s team.
You’ll follow their company guidelines, communication practices, and workflows, ensuring seamless collaboration.

📈 KPIs and goals matter.
Your performance will be measured to ensure alignment with client expectations and project objectives.

🧑🏫 Training may be required.
You might need to complete training to fully understand your role, tools, and client processes.

🎯 Commitment and responsibility are essential.
We work with clients who rely on your dedication to deliver consistent, high-quality results. This is key to building trust and long-term partnerships.

🚀 Ready to grow your career with us?
Apply only if you are ready to commit, learn, and take ownership of your role.