Executive Assistant / Operations Manager

About the Role

Teamswell is a rapidly expanding nearshore outsourcing company dedicated to supporting small and medium-sized US enterprises by connecting them with skilled, engaged bilingual professionals across Latin America. Our goal is to empower US businesses to increase profitability while providing rewarding career paths with fair compensation and opportunities for growth to our team.

We seek a highly organized and detail-focused generalist capable of managing diverse responsibilities including sales, vendor and carrier account oversight, human resources systems, financial support, project coordination, and executive administrative tasks. This multifaceted position requires someone adept at juggling multiple priorities effectively and serving as a trusted liaison between internal teams, external vendors, and leadership.

Success in this fast-paced environment demands motivation, intelligence, strong work ethic, dependability, and excellent communication across all organizational levels. The ideal candidate will possess a positive attitude, problem-solving ability, adaptability, and a commitment to delivering quality work and fostering strong team relationships.

Key Responsibilities

• Drive business development by qualifying inbound leads and proactively reaching out to potential partners such as communities and HOAs to expand the network.
• Oversee vendor and contract management, including monitoring agreements, tracking renewals and expirations, resolving routine conflicts, and serving as the main contact for external collaborators.
• Manage carrier accounts, particularly handling activities related to AT&T including support tickets, service modifications, and monthly billing audits.
• Support finance operations by collecting vendor invoices, facilitating payments, and managing insurance documentation and renewals.
• Administer HR and systems processes, including onboarding new employees on Clockify, offering ongoing team support, and addressing employee inquiries related to Rippling.
• Assist marketing efforts through idea generation, creation of visual materials using tools like Canva, and coordinating outreach strategies to promote growth.
• Coordinate various projects and marketing initiatives, maintaining updated information, overseeing communication, handling documentation, and preparing reports.
• Manage vehicle and asset administration, including paperwork, maintenance scheduling, and tracking expenses.
• Provide personal and executive assistance involving property-related administrative tasks and vendor coordination for home needs.
• Organize and follow up on meetings, acting as an intermediary between leadership and external parties.

Requirements

• Experience in sales and relationship management with an ability to qualify leads, persistently follow up, and nurture partnerships particularly with community stakeholders.
• Proven skills in vendor and contract administration, capable of keeping track of contractual timelines and resolving disputes professionally.
• Familiarity with carrier and billing account management, including handling AT&T accounts and verifying invoice accuracy.
• Comfort working with finance teams in processing invoices, payments, and coordinating insurance documentation.
• Proficient or capable of quickly learning HR and time-tracking platforms such as Rippling and Clockify, with skills to assist and train team members.
• Strong understanding of AI applications and automation to enhance operational workflows and business efficiency.
• Ability to coordinate and support cross-functional projects, ensuring all deliverables are tracked and documentation is thorough.
• Competence in operations and logistics management including vehicle and asset documentation and maintenance scheduling.
• Demonstrated discretion and trustworthiness when managing sensitive personal and financial information.
• Excellent communication skills with an ability to self-prioritize and serve as a primary contact for diverse teams and partners.
• Keen attention to detail to manage numerical data, dates, and documentation accurately, preventing costly mistakes and maintaining updated records.