Administrative Assistant (Remote, Colombia)

About the role

The Administrative Operations Assistant provides administrative and operational support to a growing company, coordinating communications, purchasing, order processing and digital documentation. This is a full-time remote position based in Colombia, working with leadership and project teams in a fast-paced environment.

Key responsibilities

• Manage and prioritize incoming communications across several business inboxes, routing requests and following up on them.
• Coordinate purchasing activities and track purchase orders with suppliers and vendors.
• Organize and maintain digital files, emails, technical documents, bills of materials, drawings and other project records.
• Support the intake of new customer requests, quotations and project documentation, and assign requests to the right team members.
• Assist with order processing: create preliminary order records, prepare project files and enter estimates into business systems.
• Update quotation records, task boards and project tracking tools; prepare documentation for production workflows and customer submittal packages.
• Provide general administrative support to leadership and project teams, and take part in team meetings.

Required profile

• Must live in Colombia and work remotely; Monday to Friday, 8:00 AM - 5:00 PM MST.
• Advanced English (B2+–C1) and experience with Colombian and international teams.
• Associate's degree or equivalent relevant professional experience.
• Previous administrative support, operations coordination, purchasing or order processing experience; manufacturing, industrial or project-based experience is a plus.
• Ability to work independently, with strong organization, prioritization and written communication skills.

Required skills

• Microsoft 365, including document management and collaboration tools.
• PDF handling: extracting, organizing and managing information.
• Familiarity with ERP systems or other business management platforms is preferred.
• Familiarity with project management and task-tracking platforms.