Operations Assistant - 19608

Somewhere

10h • Remote

About The Position

Our client is a growing restoration and field services business based in California, operating within a larger franchise network. Currently, the business consists of a dedicated team of seven field crew members, with the owner remaining deeply involved in day-to-day operations. Following a major spike in activity after the recent Los Angeles fires, the business has experienced accelerated growth and increased operational complexity. The owner now finds themselves heavily buried in administrative work—such as invoicing, collections, estimate preparation, and data management—limiting their ability to focus on business development and scaling. They are looking to bring on their first dedicated offshore team member to streamline operations, improve back-office efficiency, and create operational leverage. This role will initially support a workload closer to 0.5 FTE, with the expectation to rapidly scale into a fully utilized, long-term full-time position. As the Operations & Admin Coordinator, you will take full ownership of critical operational, financial, and administrative functions. You will play a key part in helping the owner step away from repetitive tasks so they can refocus on business development and company growth. This is a heavily process- and data-driven role. You will manage large volumes of information with extreme accuracy, coordinate invoicing and collections, prepare estimates within Xactimate, and clean extensive inventory datasets (sometimes exceeding 10,000 items) received from the field teams. If you are highly analytical, systems-oriented, and love bringing order to operational chaos, this is an excellent opportunity to become a core operational partner in a scaling business.

Requirements

• Proven experience in operations, administration, project coordination, invoicing, bookkeeping support, or a similar role.
• Prior experience supporting construction, restoration, insurance, field services, or trade-related businesses is highly advantageous.
• High comfort level managing large amounts of data, repetitive administrative workflows, and complex spreadsheets.
• Experience with QuickBooks is strongly preferred; experience with Xactimate is highly preferred.
• Excellent written and verbal English communication skills.
• Highly organized, detail-oriented, process-driven, and comfortable working independently in a fast-paced environment.
• Previous experience working successfully with remote teams is beneficial.

Nice To Haves

• You are someone who genuinely enjoys bringing structure to a fast-growing business.
• You are dependable, highly organized, and comfortable taking initiative without needing constant oversight.
• You don't get overwhelmed by large numbers or data cleanup; instead, you take pride in accuracy and efficiency.
• You are excited about the prospect of becoming a trusted, long-term partner to an entrepreneur and growing alongside the company.

Responsibilities

• Manage invoicing and collections processes across active projects.
• Mirror simplified invoice information within QuickBooks where needed.
• Prepare, organize, and maintain estimates and invoices within Xactimate.
• Process, clean, and manage large, complex "total loss inventory" datasets and operational records.
• Organize and update data, project photos, and supporting documentation received from field teams.
• Support operational workflow management, track project reporting, and proactively help reduce administrative bottlenecks.
• Provide general operations and administrative support to the business owner.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed