Administrative Assistant

The Role

The Administrative Operations Assistant provides administrative and operational support to a growing company, helping coordinate communications, purchasing activities, order processing, and digital documentation. This remote, Colombia-based role works closely with leadership and project teams to ensure information is organized, requests are properly tracked, and day-to-day operations run smoothly in a fast-paced environment.

Requirements

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+–C1).

Timezone: Monday to Friday – 8:00 AM – 5:00 PM MST

Salary: $3.700.000

Contract: Full-time contract.

Education and Experience

• Associate’s degree or equivalent relevant professional experience.
• Previous experience in administrative support, operations coordination, purchasing, or order processing.
• Experience in manufacturing, industrial, or project-based environments is a plus.
• Familiarity with ERP systems or other business management platforms is preferred.

Technical Skills

• Proficiency in Microsoft 365, including document management and collaboration tools.
• Experience working with PDF documents, including extracting, organizing, and managing information.
• Familiarity with project management and task-tracking platforms.
• Ability to maintain digital records, organize files, and manage information across multiple systems.
• Strong research, data organization, and written communication skills.

Key Competencies

• Excellent organizational skills and attention to detail.
• Strong prioritization and multitasking abilities.
• Proactive approach to problem-solving and follow-up.
• Ability to manage competing priorities in a fast-paced environment.
• Self-motivated, adaptable, and comfortable working independently.
• Strong time management and communication skills.

Responsibilities

• Manage and prioritize incoming communications across multiple business inboxes, ensuring requests are organized, routed appropriately, and followed up on in a timely manner.
• Coordinate purchasing activities and track purchase orders with suppliers and vendors to support timely deliveries.
• Organize and maintain digital files, emails, technical documents, bills of materials, drawings, and other project-related records.
• Support the intake and organization of new customer requests, quotations, and project documentation across internal business systems.
• Coordinate the assignment of new requests to the appropriate team members and maintain accurate status updates.
• Assist with order processing, including creating preliminary order records, preparing project files, and entering estimates into the relevant business systems.
• Update and maintain quotation records, task boards, and project tracking tools to ensure information remains accurate and current.
• Organize documentation and prepare supporting materials required for production and internal operational workflows.
• Assist with preparing customer submittal packages and compiling the documentation needed for project requirements.
• Provide general administrative support to company leadership and project teams as needed.
• Participate in team meetings and help maintain clear communication and coordination across departments.