Executive Assistant / Operations Manager
Teamswell is a high-growth nearshore outsourcing company working for US companies. Our mission is to help small and medium-sized US businesses grow and become more profitable by having access to highly engaged, skilled, and experienced talent at a fair price, and to generate career opportunities for bilingual professionals in Latin America with fair compensation and professional and personal growth opportunities.
We’re looking for a highly organized, detail-oriented generalist who can operate across sales, vendor, and carrier account management, HR systems, finance support, project coordination, and executive administration. This is a broad, cross-functional role for someone comfortable with owning a wide range of responsibilities, staying on top of many moving pieces, and serving as a reliable point of contact among teams, vendors, and leadership.
In Teamswell every team member has an instrumental role and impact on the success of our business and our client’s success, so we seek to have highly motivated individuals who thrive in a fast-paced work environment, who are intelligent, eager to work hard, reliable, and able to communicate effectively with all levels of an organization. Our Executive Assistant / Operations Manager will possess the skills and experience required and will also possess a positive attitude and ability to solve complex problems and work in a fast-paced and rapidly changing environment. We value people who are good communicators, quick learners, scrappy about finding creative solutions to problems, and conscious of their work quality. We expect all our team members to deliver excellence in both technical expertise as well as in their everyday relationships with their team.
RESPONSIBILITIES
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Business Development & Partner Relations: Qualify and follow up on inbound leads, and conduct outreach to prospective partners (e.g., communities/HOAs) to support network growth.
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Vendor & Contract Management: Manage site and vendor contracts, track renewal and expiration dates, resolve day-to-day issues or disputes, and serve as the main point of contact for external partners.
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Carrier Account Management: Manage AT&T account activity, including support cases, service changes, and monthly billing review.
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Finance Support: Collect and route vendor invoices for payment, and manage insurance certificates and renewals.
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HR & Systems Administration: Onboard new employees on Clockify, provide ongoing support and troubleshooting for the team, and field employee questions related to Rippling.
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Marketing & Creative Support: Support marketing initiatives — generate ideas, design visuals and materials (Canva), and drive outreach that supports growth
- Project & Marketing Coordination: Support special projects (including funded initiatives), keeping information current, coordinating outreach and materials, and completing related documentation and reporting.
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Vehicle & Asset Administration: Manage vehicle-related paperwork, maintenance scheduling, and expense tracking.
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Executive & Personal Support: Assist with property-related administration and vendor coordination for personal/home needs.
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General Coordination: Schedule and follow up on meetings, and act as a liaison between leadership and outside parties.
Requirements
REQUIRED EXPERIENCE & QUALIFICATIONS
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Sales & Relationship Management: Comfortable qualifying leads, following up persistently, and building relationships with partners and communities.
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Vendor & Contract Administration: Strong at tracking contracts and deadlines, and resolving disputes professionally.
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Account & Billing Management: Experience navigating carrier/vendor account portals (AT&T experience a plus) and reviewing invoices or bills for accuracy.
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Finance & Insurance Coordination: Comfortable working alongside a Finance team on invoicing, payments, and insurance documentation.
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HR & Systems Proficiency: Familiarity with time-tracking (Clockify) and HR platforms (Rippling), or the ability to learn new systems quickly and train others.
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AI Literacy & Automation: Strong understanding of AI capabilities and limitations, with experience integrating AI tools into business processes, workflow automation, and operational efficiency.
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Project Coordination: Able to support cross-functional projects, track deliverables, and complete related documentation and reporting requirements.
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Operations & Logistics: Capable of managing vehicle and asset paperwork, maintenance scheduling, and expense tracking.
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Discretion & Trustworthiness: Comfortable handling sensitive personal, financial, and business matters with confidentiality.
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Communication & Coordination: Strong written and verbal communication skills; self-directed and able to manage multiple priorities as the go-to point of contact across teams.
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Attention to Detail: Meticulous with numbers, dates, and documentation; catches discrepancies before they become costly errors and keeps records organized and current, so nothing falls through the cracks.
