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Remote Administrative & Operations Assistant

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Volcano Builders: Remote Administrative & Operations Assistant

Headquarters: Seattle, WA URL: https://volcanobuilders.com/

About the Role

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.

Responsibilities

  • 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)

Requirements

  • Based in Mexico or Latin America
  • Excellent English communication skills (written + spoken)
  • Available full-time during Pacific Time hours (8:30 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

Pay & Terms

  • 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

How to Apply

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

To apply: https://weworkremotely.com/remote-jobs/volcano-builders-remote-administrative-operations-assistant-1

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