Office Assistant | Remote | LATAM Only | 88126

About Us

At Remote Talent LATAM, we connect top Latin American talent with leading U.S. marketing and sign solutions agencies. We guide businesses and candidates through every step of the hiring process, ensuring the perfect match in skills, culture, and goals. While we’re not direct employers, we act as a trusted partner, bridging the gap between exceptional talent and growing opportunities.

About the Client

Our client is a premier U.S.-based signage and visual communications firm. As part of a globally recognized network, they operate with the capabilities of a large-scale provider while maintaining the agility of a local partner. They are a high-growth organization that values a "win-win" mentality and is committed to delivering first-class craftsmanship and total customer satisfaction.

About the Role

We are seeking a wicked organized, tech-savvy, and proactive Office Assistant to serve as the "connective tissue" between Sales, Design, and Production teams. Reporting directly to the Vice President/Sales Manager, you will be the engine that keeps the sales process moving. This is a 100% collaborative "Co-Pilot" role; you will work in direct partnership with Salespeople and Customer Service Representatives (CSRs) to ensure no detail is missed and no lead is left cold.

Key Responsibilities

• Monitor inbound leads, performing quick research on companies to help the team determine lead value and route them appropriately.
• Take the lead on "Friendly Reminder" communications for ~500+ monthly estimates, moving customers toward a "Yes" and securing necessary deposits.
• Use industry-specific tools to research promotional products, gather quotes, and present organized data (shipping, fees, quantity) for Sales approval.
• Use Gemini AI to draft clear design briefs based on salesperson notes; act as the primary "nudge" for customers stalled in the proof approval phase to keep timelines on track.
• Maintain heavy daily activity within the internal project management system, converting approved estimates into active orders and keeping the team synced.
• Create project folders, save image assets, and organize measurements and site surveys into the CRM.
• Utilize a cloud-based phone system for direct customer coordination and stay in constant sync with the internal team via video meetings and Slack.

Requirements

• 3-5+ Years of Experience: Proven track record in B2B executive/office support, project coordination, or administrative roles within a fast-paced agency or production environment.
• Comfortable placing outbound calls to U.S. clients to follow up on deposits and project approvals with a warm, professional, and persuasive demeanor.
• Native-Level English: Exceptional written and verbal communication skills are non-negotiable for professional customer interactions.
• Thrive in a support role where your success is tied to the success of the sales team and the speed of the production line.
• High proficiency in Google Workspace (Gmail, Sheets, Docs). Experience with HubSpot, Monday.com, ClickUp, or AI tools is a significant plus.
• Ability to manage dozens of moving parts simultaneously without dropping the ball on small technical specifications.

Benefits

• Salary: $1,500 + USD (Plus, based on experience)
• Bonus Potential: Opportunities for performance-based bonuses as the role matures.
• Schedule: Monday – Friday, 8:30 AM – 5:30 PM PST
• Time Off: 10 days of PTO (accrued after 90 days) plus observed U.S. Federal Holidays.
• Training: Comprehensive industry-specific training and mentorship from senior leadership.

Eligibility Criteria

• This position is only open to candidates residing in Latin American (LATAM) countries, such as: 🇦🇷 🇧🇷 🇨🇱 🇨🇴 🇨🇷 🇩🇴 🇪🇨 🇸🇻 🇬🇹 🇭🇳 🇲🇽 🇳🇮 🇵🇦 🇵🇾 🇵🇪 🇺🇾 🇻🇪
• ❌ Applications from candidates outside LATAM (including the U.S. and other regions) will not be considered.
• 📄 Resumes must be submitted in English.
• 🚫 Applications that do not meet these criteria will be automatically rejected.