Spanish-Speaking Administrative & Operations Virtual Assistant

Role Overview
We are seeking a Spanish-speaking Virtual Assistant to support a fast-growing contractor management firm that provides accounting, tax, administrative, and operational services to construction and contracting businesses.
This role will begin with reception-style administrative support and gradually expand into bookkeeping, payroll preparation, marketing support, and operations assistance. The ideal candidate is organized, detail-oriented, comfortable speaking with clients, and eager to grow into a critical long-term support role.

Core Responsibilities
Phase 1: Administrative & Reception Support (Initial Focus)
● Confirm and schedule client appointments with internal accountants
● Call clients to confirm meetings and follow up on requests
● Answer and make outbound calls to Spanish-speaking clients
● Maintain and update client records and notes
● Perform general data entry and administrative support
● Assist with basic CRM or internal system updates

Phase 2: Accounting & Operations Support (Growth Phase)
Bookkeeping Support (QuickBooks – Nice to Have, Not Required Initially)
● Categorize expenses in QuickBooks (fuel, materials, supplies, etc.)
● Assist with reconciliations and ensuring transactions are properly logged
● Prepare data for accountants (no balance sheet or tax filing responsibility)

Accounts Receivable & Invoicing
● Send invoices to clients
● Follow up on outstanding payments and reminders
● Ensure services rendered are properly billed

Payroll Preparation Support
● Prepare and review employee timesheets
● Flag errors or missing information
● Support payroll preparation (final payroll run handled internally)

Sales & Client Outreach
● Make outbound calls to existing or referred clients
● Schedule appointments for internal team members
● Request client reviews from satisfied customers
● Maintain professional and friendly communication with clients

Marketing & Communication Support (Nice to Have)
● Create simple flyers and informational materials (closures, announcements)
● Assist with internal newsletters or client communications
● Support marketing team with overflow tasks
● Follow existing brand guidelines (training provided)

Must-Have Requirements:
• Fluent Spanish (spoken and written)
• Comfortable speaking with clients by phone
• Strong organizational and follow-up skills
• Ability to handle administrative and repetitive tasks accurately
• Professional communication skills
• Willingness to learn internal systems and processes
• Reliable, detail-oriented, and proactive

Nice-to-Have Skills:
• Experience with QuickBooks (especially expense categorization)
• Bookkeeping or accounting support background
• Payroll or timesheet preparation experience
• Marketing or basic design experience (flyers, Canva, etc.)
• Experience working with contractors, construction, or service-based businesses

Tools & Systems:
• QuickBooks (training provided if needed)
• Internal scheduling and CRM tools
• Email, phone, and document management systems
• Payroll/time-tracking tools (internal)

Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM