Schedule:

• Monday to Friday 9:00AM - 6:00 PM (with 1 hour lunch)
• Client Timezone: Pasadena, Texas business hours

 

Client Overview:

Join a growing operations-driven business that requires strong administrative support, clear communication, and organised systems. This role supports leadership by managing daily communications, logistics coordination, invoicing support, inventory tracking, and operational visibility.

 

Job Description:

You will act as the operational backbone of the business, handling calls, emails, scheduling, logistics tracking, invoicing support, and system updates. This role focuses on keeping information organised, tasks moving, and leadership informed—removing day-to-day operational burden so the business can scale efficiently.

 

Responsibilities:

Remote Communication & Scheduling

• Answer and route calls on the main business line during assigned hours

• Monitor and respond to customer emails and support inquiries

• Schedule service calls and coordinate follow-ups

• Escalate urgent issues with clear written summaries

Invoicing & Administrative Data Entry

• Create and enter invoices in QuickBooks for services, shipping, and vendor charges

• Ensure invoices and payments have proper supporting documentation

• Upload receipts and records for bookkeeping review

• Maintain clean and organised digital records

Shipping, Logistics & Supply Chain Coordination

• Organise and file shipping and customs documents

• Track containers, freight status, delivery timelines, and paperwork deadlines

• Maintain live spreadsheets with tracking numbers and arrival dates

• Monitor logistics-related emails and update records

Inventory, Website & Systems Management

• Enter inventory, shipment, and invoice data into internal systems and website

• Verify data accuracy across systems (spreadsheets, website, QuickBooks)

• Ensure records match incoming shipments and documentation

Task Tracking & Operational Visibility

• Maintain centralised task trackers and to-do lists

• Provide leadership with real-time visibility on priorities and deadlines

• Support implementation of systems, SOPs, and operational processes

 

Requirements:

• Strong administrative or executive assistant experience

• Comfortable handling phone calls, emails, and scheduling

• Experience with QuickBooks for invoicing (non-bookkeeping)

• Strong organisational and documentation skills

• Experience coordinating logistics or supply chain tasks preferred

• Ability to manage multiple responsibilities independently

• Reliable internet and professional remote setup

Bonus if you have:

• Experience supporting inventory or e-commerce businesses

• Website or system data entry experience

• Light marketing or content coordination experience

 

Why Join This Team?

• Key operational support role with high visibility

• Fully remote position with long-term stability

• Direct collaboration with leadership

• Opportunity to own systems and improve workflows

• Exposure to logistics, inventory, and operational management

 

Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work from home
• Immediate hiring

 

43322793318