Customer Support

🧳 Job Title: Operations Virtual Assistant

📍 Location

• Remote - Latin America

⏰️ Working

Schedule

• 9 AM to 6 PM CST.

🗓️ Role Summary

We are looking for an Operations Coordinator to support the smooth execution of our day-to-day operations. This is a highly hands-on role that combines customer service, staff scheduling, documentation, administrative coordination, and operational follow-up.

The ideal candidate is highly organized, detail-oriented, self-managing, comfortable working with multiple priorities, and able to quickly learn. Since our business involves coordinating many moving parts and details across customers, staff, and internal teams, success in this role requires someone who takes ownership and proactively follows through without needing to be told what to do at every step.

📊 Key Responsibilities

• Serve as a point of contact for customers, managing bookings and following up to confirm service details and ensure a smooth experience
• Schedule staff and instructors for upcoming programs and services, ensuring accurate assignments and timely coordination
• Maintain and update the CRM (Freshsales), keeping customer and operational information accurate and organized
• Prepare invoices, spreadsheets, and operational reports for the leadership team, including revenue and booking information
• Manage HR and employee documentation, including generating, collecting, organizing, and maintaining digital records
• Coordinate with internal team members and field employees, proactively following up on pending tasks, missing information, deadlines, and operational details
• Follow established processes while managing multiple priorities and supporting additional administrative and operational needs as required

✅️ Requirements

• Minimum of 2 years as a Virtual Assistant, Administrative, operations, customer service coordination, or similar role.
• Fluent in English and Spanish, with excellent written and spoken communication skills.
• Strong interpersonal and communication skills, with a team-oriented mindset: Highly organized and detail-oriented, self-managing, proactive, and able to work independently
• Proficient in Google Suite, online calendars, scheduling tools (e.g., Google Calendar), and comfortable working with technology and learning new software platforms and CRM systems.
• Trustworthy, customer-focused with a positive, can-do attitude.
• Able to work U.S. Central Time hours and provide occasional flexibility during peak business periods

🌟 Nice to Haves

• Prior experience in customer service or client relations within a remote work environment.
• Experience working with Freshsales, Salesforce, Zoho, or other CRM platforms and document management tools.