Executive Assistant & Operations Coordinator (Remote, Full-Time)

Excello BPO is hiring for a women-owned, women-led U.S. group of businesses in tax and accounting, landscaping and snow removal, based in Washington State.

At a glance
Location	Remote, Nicaragua
Hours	Full-time, 40 hours a week, Monday to Friday
Schedule	Aligned with U.S. Pacific Time. Optional Sunday hours, mainly January to April
Pay	US$1,200 to US$1,500 per month, based on experience
Contract	Independent Contractor with Excello BPO
Start	November 2026

Role overview

You are the founder's right hand. You run her inbox, calendar and client files, turn documents into clean and accurate data, and handle client calls and outreach for the landscaping and snow removal business. As the team grows, you become the person who coordinates and helps train new teammates.

Key responsibilities

Executive and administrative support

• Triage the founder's inbox: sort, label, draft routine replies and flag urgent items.
• Manage her 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.

Data entry and client files

• Enter and verify financial data from bank statements, receipts, invoices and tax documents (W-2, 1099, K-1) into Excel, QuickBooks Online and tax software.
• Organize client documents in secure folders using set naming conventions, and track what is still missing.
• Send document requests and reminders to clients, and follow up until files are complete.
• Keep the client tracker current with status, deadlines and next steps.
• Support tax season intake from January to April and for the October extension deadline.

Client outreach and logistics (landscaping and snow removal)

• Answer and return client calls and emails, and confirm contract and service details.
• Handle inbound requests: ask the right questions, prepare estimates and proposals from templates, and follow up until they are signed.
• Make scheduled outbound calls to property managers, HOAs, senior living communities and commercial property owners to book site visits and estimate calls.
• Log every call, lead and next step in GoHighLevel, and keep the pipeline current.
• During snow events, confirm service windows with clients, relay crew arrival times, log completed visits and flag issues.
• Keep the contract tracker current and support invoicing.

Process and team coordination

• Turn what you learn into 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), and fluent Spanish.
• Exceptional attention to detail. You check your work before you send it, and formatting, numbers and names matter to you.
• 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. GoHighLevel preferred; HubSpot, Salesforce or similar considered.
• Organized and self-managed. You follow up without being reminded.
• Discreet with confidential financial and client information.
• Bachelor's degree in business administration, accounting or a related field preferred.

Nice to have

• QuickBooks Online experience.
• Experience at a U.S. accounting, tax or bookkeeping firm.
• Experience with property services, landscaping, logistics or dispatch.

What we offer

• A long-term remote role with a growing U.S. client, paid monthly in USD.
• Training from the founder, and ongoing support from the Excello team.
• A path to lead the team as new roles are added.
• We especially encourage women to apply.