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Job Title: Administrative Assistant

 

About the Company:

Our client is a growing Florida-based company that supports day-to-day business operations.

 

Job Description:

Our client is looking for a proactive and highly organized Operations Administrative Assistant to support their day-to-day business operations. This is a full-time remote position working Eastern Time business hours. They are looking for someone who is resourceful, customer-focused, and able to solve problems independently while maintaining excellent communication with customers, vendors, and internal team members.

 

Responsibilities of the role:

• Create customer profiles, estimates, purchase orders, and other basic documents in QuickBooks.

• Send purchase orders to vendors and follow up on order status.

• Manage inventory records and assist with operational tracking.

• Communicate professionally with customers via phone and email to provide updates, conduct follow-ups, and ensure a positive customer experience.

• Contact customers after purchases to gather feedback and maintain strong relationships.

• Coordinate with vendors regarding orders, deliveries, and any issues that arise.

• Update and maintain CRM records.

• Answer inbound calls through the company's virtual phone system and communicate with team members as needed.

• Identify operational issues and resolve them using sound judgment and problem-solving skills.

• Assist with various administrative and operational tasks to support the daily workflow of the business.

 

Required Experience and Qualifications:

• Previous experience in an Administrative Assistant, Operations Assistant, or similar role.

• Basic QuickBooks experience, including creating estimates, purchase orders, customer records, and inventory management.

• Experience using a CRM system.

• Fluent English, both written and spoken.

• Strong customer service and professional communication skills.

• Excellent organizational and time management abilities.

• Ability to work independently and make sound decisions with minimal supervision.

• Strong attention to detail and a proactive approach to problem solving.

• Comfortable communicating with both customers and vendors over phone and email.

 

Preferred Skills:

• Experience working with U.S.-based companies.

• Familiarity with inventory management.

• Experience supporting operations in a construction, industrial, manufacturing, or service-based business.

 

Personality:

• Takes ownership of their work.

• Communicates professionally.

• Enjoys keeping operations running smoothly.

• Dependable.

• Organized.

• Quick to learn.

• Confident handling day-to-day operational responsibilities.

• Provides excellent support to both customers and vendors.

 

Software & Tools:

• QuickBooks

• CRM systems (Zoho preferred)

• Virtual phone system

 

Schedule:

Full-time

Monday to Friday

8:30 AM – 5:30 PM Eastern Time (U.S.)

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.