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Remote Administrative & Operations Assistant at Volcano Builder Inc

Volcano Builders Inc · Any where in the World · posted 1 year ago

Remote Administrative & Operations Assistant at Volcano Builder Inc at Volcano Builders Inc — remote job on CafeRemote
Management and Finance CRM Project Management Client Relationship Management QuickBooks Construction & Engineering Project Management Full-time
Volcano Builders Inc. is a high-end residential construction company based in Washington, USA. We deliver full home remodels, additions, and luxury renovations—with top-tier craftsmanship, seamless project management, and outstanding client service.

Founded by industry veterans with 20+ years of experience, we’re building a lean, driven team that values ownership, reliability, and continuous improvement. If you’re proactive, organized, and take pride in excellent work, you’ll feel right at home.

The Role

Help power our backend operations as a self-managed remote assistant. You’ll keep projects moving, documents organized, and communication crisp—without needing micromanagement.

What You’ll Do

  • Manage email communications with contractors, vendors, and clients (Gmail + shared inbox)

  • Send and track W9/W8 forms and subcontractor agreements

  • Coordinate with our accountant and bookkeeper (QuickBooks Online)

  • Organize contracts, invoices, and receipts in Google Drive

  • Scan, digitize, name, and upload paper-signed contracts

  • Create projects in QuickBooks and track payment schedules

  • Onboard new subcontractors (paperwork checks, follow-ups)

  • Respond to client questions in group chats quickly and professionally

  • Send welcome emails and phone confirmations to new clients

  • Track licenses and permits; coordinate with city/architect as needed

  • Prepare physical contract templates for field use

What You Need

  • Based in Mexico or Latin America

  • Excellent English (written & spoken)

  • Full-time availability on Pacific Time (8:30 AM – 4:00 PM PST)

  • Strong organization, follow-through, and attention to detail

  • Comfortable with:

    • Gmail / Google Drive / Google Workspace

    • QuickBooks Online (or ability to learn fast)

    • Scanning & uploading documents

    • WhatsApp, Monday.com, or similar team tools

Pay & Terms

  • $7–$10 USD/hour (DOE)

  • Bi-weekly payments via Wise or Payoneer

  • Long-term, stable role with room to grow for reliable performers

How to Apply

Email [email protected] with:

  1. A 1-minute intro video (tell us about yourself)

  2. Your resume

  3. A short note on why this role fits you

  4. Your availability and desired hourly rate

Build a career you’re proud of—join Volcano Builders and help us create beautiful, lasting homes.

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