We are seeking a high-energy, proactive, and exceptionally organized Personal or Virtual Assistant to serve as a Lifestyle Manager and Operations Coordinator. This is not just a data-entry role; you will be the primary point of contact for customers, a gatekeeper for communications, and a strategic partner in managing the client's professional and personal life.
This role combines executive support, contract administration, purchasing coordination, customer communication, and operational tracking. The ideal candidate is a fast learner who doesn't just follow instructions but actively identifies opportunities to improve processes, maintain organization, and support business growth.
Key Responsibilities:
Lifestyle & Executive Support
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Assist with various tasks to streamline the client's day-to-day life, balancing business operations, sales-related administrative work, and personal organization.
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Manage multiple email accounts, organize communications, maintain inbox efficiency, and ensure no opportunities or important requests are missed.
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Provide full calendar management, including scheduling meetings, resolving conflicts, and coordinating appointments.
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Act as a gatekeeper for communications and a trusted partner in managing priorities.
Purchasing & Vendor Coordination
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Issue purchase orders to international suppliers and shipping partners under the client's direction.
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Enter and maintain shipment documentation within internal management and accounting systems.
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Track shipments, purchase orders, and vendor commitments to ensure timely fulfillment.
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Monitor supplier performance, ensuring shipments are delivered on time and according to agreed pricing and terms.
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Maintain accurate records and tracking spreadsheets for purchasing and operational activities.
Contract Administration & Customer Coordination
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Prepare and present customer contracts for review and signature.
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Upload and maintain executed contracts within internal systems for monitoring and compliance purposes.
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Track customer purchasing activity and contract fulfillment timelines.
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Monitor contract expiration dates and proactively follow up with customers regarding outstanding commitments or renewals.
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Maintain and manage NDA agreements, customer documentation, and contract records.
Financial Tracking & Reconciliation
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Maintain financial tracking spreadsheets and monitor purchasing activity against budgets.
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Assist with cash flow tracking and reporting to help ensure spending remains aligned with business objectives.
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Support reconciliation efforts between buyers and sellers by verifying purchase activity, shipment records, pricing, and contract terms.
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Identify discrepancies and proactively communicate issues requiring resolution.
Client & Credit Administration
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Perform client credit searches and maintain customer credit documentation.
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Manage customer credit applications and confidential financial information.
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Maintain organized records and ensure all documentation is accurate and easily accessible.
Requirements
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2–4 years of experience as a Personal Assistant, Virtual Assistant, Operations Coordinator, or similar role.
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Excellent written and verbal English communication skills.
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Strong proficiency with Google Workspace, particularly Gmail and Google Calendar.
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Experience managing contracts, documentation, purchasing processes, or operational workflows.
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Highly organized with exceptional attention to detail and follow-through.
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Ability to manage multiple priorities in a fast-paced environment.
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Proactive, resourceful, and comfortable working independently.
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Ability to remain composed under pressure and maintain confidentiality.
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Strong desire to learn, grow, and contribute to process improvements.
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Currently living in Latin America.
Benefits
- Work remotely Monday - Friday, 40 hours a week (no weekends)
- Vacation: 10 business days a year
- Holidays: 5 National Holidays a year
- Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, Zipdev Day)
- Parental Leave
- Health Care Reimbursement
- Active Lifestyle Reimbursement
- Quarterly Home Office Reimbursement
- Payroll Deduction Purchase Plans
- Longevity Bonus
- Continuous Learning Bonus
- Access to Training and Professional Development Platforms
- Did we mention it's REMOTE?!!
One of our core values at Zipdev is "Be authentic." that's why we encourage you to answer the application form in your own words; we are interested in getting to know you, not a digital assistant.
Wondering how our remote environment or our payment method work? We've put together some helpful answers in our FAQs at the bottom our our career site. Take a look and let us know if you have any other questions!
