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

Company: Volcano Builders – High-End Residential Construction

 

We’re looking for a highly organized, reliable, and self-managed remote assistant to handle administrative and operational tasks for a U.S.-based construction company. This role is critical to our backend operations. We need someone who owns their responsibilities and does not need to be micromanaged.

 

• Manage emails with contractors, vendors, and clients (Gmail + shared inbox)

• Send and track W9/W8 forms and subcontractor agreements

• Coordinate with our accountant and bookkeeper (QuickBooks Online)

• Upload and organize contracts, invoices, and receipts in Google Drive

• Monitor contracts signed on paper → scan, digitize, name, upload

• Create new projects in QuickBooks and track payment schedules

• Onboard new subcontractors (check paperwork, follow up)

• Respond to client questions on group chats quickly and professionally

• Send welcome emails and phone confirmations to new clients

• Track licenses and permits, coordinate with city/architect as needed

• Prepare physical contract templates (to be printed or used in the field)

 

• Based in Mexico or Latin America

• Excellent English communication skills (written + spoken)

• Available full-time during Pacific Time hours (830 AM – 4 PM PST)

• Strong organizational skills, follow-up, and attention to detail

• Experience using:

• Gmail / Google Drive / Google Workspace

• QuickBooks Online (or ability to learn quickly)

• Scanning and uploading documents

• WhatsApp, Monday.com, or other team communication tools

 

• Hourly rate: $7–$10 USD/hour depending on experience

• Paid bi-weekly via Wise or Payoneer

• Long-term, stable role with room to grow if you’re reliable

 

 

Send the following to: [bar@volcanobuilders.com]

1. Short video (1 min) introducing yourself

2. Resume

3. Why this job is right for you

4. Your availability and hourly rate