Executive Assistant / Operations Manager

About Teamswell

Teamswell is a rapidly expanding nearshore outsourcing firm catering to US businesses. Its goal is to enable small and medium-sized US companies to grow and increase profitability by providing access to skilled, engaged, and experienced bilingual talent from Latin America at competitive prices. The company also focuses on creating valuable career opportunities with fair pay and growth prospects for Latin American professionals.

Role Overview

We seek a highly organized and detail-focused professional adept at managing multiple functions including sales outreach, vendor and carrier account oversight, HR systems administration, financial support, project coordination, and executive-level assistance. This multifaceted position calls for a dependable individual who can juggle diverse responsibilities, maintain communication between teams, vendors, and leadership, and take ownership of assorted operational tasks.

Responsibilities

• Engage in business development by qualifying inbound sales leads and proactively contacting potential partners such as communities and HOAs to expand the network.
• Oversee vendor and site contracts by monitoring expiration dates, resolving daily operational issues, and acting as the primary liaison for external partners.
• Manage carrier accounts, notably AT&T, including handling support requests, implementing service changes, and reviewing monthly bills.
• Assist the finance team by processing vendor invoices and managing insurance certificates and their renewals.
• Administer HR systems by onboarding employees on time-tracking platforms like Clockify, providing ongoing support, and addressing team inquiries regarding HR software such as Rippling.
• Contribute to marketing efforts by generating ideas, designing visuals and promotional materials using tools like Canva, and leading outreach activities that drive growth.
• Support various projects, including funded initiatives, by coordinating communications, maintaining updated information, and completing relevant documentation and reporting.
• Handle administration related to company vehicles and assets, such as managing paperwork, scheduling maintenance, and tracking expenses.
• Provide executive and personal assistance, including managing property-related administrative tasks and coordinating with vendors for personal or home-related needs.
• Coordinate and track meetings, serving as a communication bridge between leadership and external parties.

Qualifications

• Proven ability in sales and relationship management, demonstrating persistence in lead follow-up and partnership development with communities.
• Experience managing vendor contracts, tracking deadlines accurately, and professionally resolving disputes.
• Proficiency in account and billing management, including hands-on experience with carrier account portals, with AT&T familiarity being advantageous.
• Comfort working collaboratively with finance teams on invoicing, payments, and insurance-related documentation.
• Familiarity with HR and time-tracking systems such as Rippling and Clockify, or ability to quickly master and train others on these tools.
• Solid understanding of artificial intelligence capabilities, especially integrating AI tools for business process automation and enhancing operational workflows.
• Skill in coordinating and supporting projects spanning multiple departments, tracking deliverables, and preparing necessary documentation.
• Competence in operations and logistics management, including maintaining vehicle and asset records and handling related administrative tasks.
• High level of discretion and trustworthiness in managing sensitive personal, financial, and business information.
• Exceptional communication skills, both written and verbal, with the capacity to self-manage and prioritize multiple tasks while serving as the main point of contact.
• Strong attention to detail to ensure accuracy in numbers, dates, and records, preventing costly mistakes and maintaining well-organized files.