Administrative & Operations Coordinator

The Administrative & Operations Coordinator plays a critical role in ensuring the smooth day-to-day functioning of the business by providing high-level administrative, operational, and client support to the executive team. This position is responsible for managing email and calendar workflows, coordinating client and prospect engagement initiatives, supporting billing and financial transactions, handling calls, and overseeing vendor and purchasing activities. Additionally, the role includes organizing internal events, maintaining the company’s LinkedIn presence, and serving as a liaison between the owner and internal teams. The ideal candidate is detail-oriented, proactive, and highly organized, with strong communication skills and a customer-focused mindset, capable of thriving in a fast-paced, multitasking environment.

Responsibilities:

• Email & Calendar Management – Organize emails, delegate tasks to the help desk, billing, and sales, and flag critical messages for review.

• Client & Prospect Engagement – Enter business card information into PSA, send gifts, and manage postcard outreach.

• Accounting & Billing – Oversee accounts receivable, billing, and assist with financial transactions.

• Call Handling – Answer and manage calls when the owner is unavailable.

• Purchasing & Vendor Management – Handle purchasing and vendor relations.

• Event Coordination – Assist in organizing monthly Lunch & Learns.

• LinkedIn & Office Support – Manage LinkedIn profile and assist with office-related tasks, including calling for accounts payable.

• Internal Team Liaison – Act as the main point of communication between the owner and internal teams.

• Employee & Client Support – Help maintain positive relationships with employees and clients.

• Exceptional organizational skills with the ability to manage calendars, prioritize emails, and coordinate multiple responsibilities simultaneously.
• Strong communication skills (written and verbal) in English, suitable for professional correspondence, call handling, and client interactions.
• Proactive problem-solver with the ability to take initiative and flag critical items requiring leadership attention.
• High attention to detail, particularly in handling billing, data entry, and vendor communications.
• Customer service orientation with a friendly and professional demeanor in all client-facing and internal team interactions.
• Proficiency in email platforms (e.g., Outlook or Gmail) and calendar management tools.
• Experience with Professional Services Automation (PSA) software or CRM systems to manage client data and outreach tasks.
• Comfortable managing accounts receivable, billing tasks, and light financial transactions.
• Familiarity with LinkedIn management, including basic profile updates and outreach coordination.

Schedule: Monday through Friday from 9:00am to 6:00pm (GMT -5-00) Eastern Time (US & Canada), Bogota, Lima.

• Competitive pay in US Dollars.
• You'll get to work with some amazing, respected business professionals.
• We really value and encourage input from our team members.
• We offer different payment methods (Zelle, Face Bank, Binance)
• You'll get paid every two weeks
• We'll provide you with the necessary equipment to work: Laptop, headset, mouse, and mouse pad.
• Birthday and work anniversary celebrations.
• Alliances with many brands grant extra benefits to freelancers.
• Weekly recreation dynamics that foster a healthy work environment.