Executive Assistant, Operations Coordinator

This is a fully remote position, open to applicants in Nicaragua.

📋 Description

• Manage the founder's inbox by sorting, labeling, drafting routine responses, and identifying urgent messages.

• Oversee the founder's calendar, arrange client calls, send confirmations and reminders, and ensure focus time is protected.

• Generate engagement letters, intake forms, and proposals using Word and Excel templates.

• Coordinate the team task list across all businesses, monitor deliverables, follow up, and provide a daily status update.

• Input and verify financial data from bank statements, receipts, invoices, and tax documents into Excel, QuickBooks Online, and tax software.

• Organize client documents in secure folders following naming conventions and track any missing files.

• Dispatch document requests and reminders to clients, following up until all files are complete.

• Maintain the client tracker with current statuses, deadlines, and next steps.

• Assist with tax season intake from January to April and during the October extension deadline.

• Respond to landscaping and snow removal client inquiries via calls and emails, confirming contract and service details.

• Manage inbound requests, prepare estimates and proposals from templates, and follow up until they are signed.

• Make outbound calls to property managers, HOAs, senior living communities, and commercial property owners to schedule site visits and estimate calls.

• Record calls, leads, and next steps in GoHighLevel while maintaining the pipeline.

• During snow events, confirm service windows, communicate crew arrival times, log completed visits, and report any issues.

• Maintain the contract tracker and assist with invoicing.

• Develop written step-by-step procedures (SOPs).

• Facilitate the onboarding and coordination of new team members as the team expands.

⛳️ Requirements

• A minimum of 3 years of experience as an executive assistant, virtual assistant, or office coordinator for U.S.-based companies.

• At least 1 year of experience in outbound calling, appointment setting, or inside sales for a U.S. company.

• Proficient in professional English, both written and spoken (C1 level or higher).

• Fluent in Spanish.

• Outstanding attention to detail.

• Typing speed of 50+ words per minute with an accuracy of 98% or better.

• Strong skills in Excel and Google Sheets.

• Daily use of Microsoft 365 and Google Workspace.

• Familiarity with a CRM system.

• Highly organized and capable of self-management.

• Discreet in handling confidential financial and client information.

• Bachelor's degree in business administration, accounting, or a related field is preferred.

• Experience with QuickBooks Online is a plus.

• Previous experience in a U.S. accounting, tax, or bookkeeping firm is advantageous.

• Background in property services, landscaping, logistics, or dispatch is beneficial.

• Schedule must align with U.S. Pacific Time.

• Position available as an Independent Contractor with Excello BPO.

🏝️ Benefits

• Long-term remote position with a growing U.S. client.

• Training provided by the founder.

• Continuous support from the Excello team.

• Opportunity to lead the team as new roles are created.

• Optional Sunday hours, primarily from January to April.