Remote Office Manager

HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we're your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you're in the best hands to find your next job opportunity.

Job Title: Remote Office Manager (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $2,200 USD monthly

Schedule: Monday - Friday, 9:00am to 6:00pm Central Time

Job Overview:

The Office Manager plays a crucial role in overseeing the daily administrative operations of the company. This position ensures smooth office functions, supports sales and operations teams, and manages customer interactions, accounting, and vendor relationships.

Responsibilities:

Administrative Management

• Oversee office operations and ensure efficiency in workflow.
• Maintain organized records of contracts, permits, invoices, and other company documents.
• Manage incoming and outgoing mail, emails, and phone communications.
• Order and track office supplies and equipment.
• Ensure compliance with company policies and regulatory requirements.

Customer Service & Sales Support

• Handle customer inquiries via phone, email, and in-person.
• Schedule site visits, estimates, and follow-ups with potential clients.
• Prepare and send estimates, contracts, and invoices.
• Process customer payments and maintain accurate records.
• Address and resolve customer complaints or escalate issues as necessary.

Accounting & Financial Management

• Assist with payroll processing and timekeeping for employees.
• Manage accounts payable and accounts receivable.
• Reconcile company bank statements and financial records.
• Work with bookkeepers and accountants to ensure financial accuracy.
• Track job costs and profitability reports.

Operations & Scheduling

• Coordinate daily work schedules for crews and subcontractors.
• Ensure proper documentation for job permits and city inspections.
• Track project progress and update customers on timelines.
• Communicate with vendors and suppliers for material orders.
• Assist with inventory management and material procurement.

Human Resources & Team Support

• Assist with employee hiring, onboarding, and training processes.
• Maintain employee records, including certifications and licenses.
• Process employee timecards and ensure accurate reporting.
• Foster a positive work environment and assist with employee relations.

Marketing & Business Development Support

• Manage the company’s social media accounts and website updates.
• Assist with advertising efforts, including local marketing campaigns.
• Track and follow up on leads and referrals.
• Manage customer reviews and online reputation.

Qualifications, Skills, and Key Competencies:

• Experience in office administration, preferably in construction or fencing.
• Strong organizational and time-management skills.
• Excellent communication and customer service skills.
• Proficiency in QuickBooks, Microsoft Office, and CRM software.
• Ability to multitask and problem-solve in a fast-paced environment.
• Knowledge of permits, construction scheduling, and vendor management is a plus.