Executive Assistant, Operations Coordinator

🕒 Yesterday

🇳🇮 Nicaragua – Remote

💵 $1.2k - $1.5k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 0%

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Excello

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2014

💼 Consulting

Consulting • Outsourcing • Customer Service

Excello is a Business Process Outsourcing (BPO) company that helps its partners unlock their full potential by providing customized solutions tailored to their needs. With a focus on strategy, talent, and innovation, Excello transforms possibilities into realities through services like customer service, back office support, and outbound services. The company emphasizes cultural alignment and flexibility in its approaches, thus ensuring trustworthy and long-term partnerships with diverse clients in various industries.

📋 Description

• Triage the founder's inbox by sorting, labeling, drafting routine replies and flagging urgent items • Manage the founder's calendar, schedule client calls, send confirmations and reminders, and protect focus time • Prepare engagement letters, intake forms and proposals from Word and Excel templates • Run the team task list across all businesses, track deliverables, follow up and send a daily status update • Enter and verify financial data from bank statements, receipts, invoices and tax documents into Excel, QuickBooks Online and tax software • Organize client documents in secure folders using naming conventions and track missing files • Send document requests and reminders to clients and follow up until files are complete • Maintain the client tracker with status, deadlines and next steps • Support tax season intake from January to April and for the October extension deadline • Answer and return landscaping and snow removal client calls and emails, and confirm contract and service details • Handle inbound requests, prepare estimates and proposals from templates, and follow up until signed • Make outbound calls to property managers, HOAs, senior living communities and commercial property owners to book site visits and estimate calls • Log calls, leads and next steps in GoHighLevel and maintain the pipeline • During snow events, confirm service windows, relay crew arrival times, log completed visits and flag issues • Maintain the contract tracker and support invoicing • Create written step-by-step procedures (SOPs) • Help onboard and coordinate new teammates as the team grows

🎯 Requirements

• 3+ years as an executive assistant, virtual assistant or office coordinator for U.S. companies • 1+ year of outbound calling, appointment setting or inside sales for a U.S. company • Fluent professional English, written and spoken (C1 or higher) • Fluent Spanish • Exceptional attention to detail • Typing speed of 50+ words per minute with 98% or better accuracy • Strong Excel and Google Sheets skills • Microsoft 365 and Google Workspace daily • Experience with a CRM • Organized and self-managed • Discreet with confidential financial and client information • Bachelor's degree in business administration, accounting or a related field preferred • QuickBooks Online experience nice to have • Experience at a U.S. accounting, tax or bookkeeping firm nice to have • Experience with property services, landscaping, logistics or dispatch nice to have • Schedule aligned with U.S. Pacific Time • Independent Contractor with Excello BPO

🏖️ Benefits

• Long-term remote role with a growing U.S. client • Training from the founder • Ongoing support from the Excello team • A path to lead the team as new roles are added • Optional Sunday hours, mainly January to April

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