We are seeking a senior-level Operations Executive Assistant to take end-to-end ownership of our administrative, field support, billing, and executive functions.

This is not a task-doer role —we are looking for a proactive problem solver who can hit the ground running, enforce internal controls, manage multi-departmental workflows, and act as a strategic right-hand to executive leadership.

Compensation & Benefits:

- Starting Rate: $8.00 - $9.00 per hour
- Health Allowance
- Retention bonus
- Performance-based pay raises (Month 3, Years 1 and 2)

Key Responsibilities: 1. Accounts Receivable & Compliance Billing

- Client Documentation: Gather and verify all required backup documentation (timesheets, receipts, proof of delivery) for major accounts (including DFW Airport compliance) prior to invoice submission.
- AR Management: Review aging AR reports, track outstanding balances, and execute polite, systematic follow-ups to ensure prompt payment.

2. Field Work Verification & Compliance Reporting

- Maintain daily/weekly multi-site completion verifications, progress reports, and airport compliance logs.
- Audit administrative documentation to ensure all site activities meet regulatory and project standards.

3. Payroll & HR Administration

- Oversee payroll administration, timecard verification, and employee record processing.
- Manage recruitment logistics, onboarding workflows, and vendor coordination.

4.



Work Order & Field Operations Support

- Track and drive open work orders from assignment to completion.
- Enforce documentation compliance—ensure no work order closes without signed completion notes, photos, and verified crew hours.

5. Lead Management & Proposals

- Receive inbound leads via script, qualify prospects, and schedule appointments for business development (0–20 leads/day).
- Prepare estimate and proposal templates using manager-approved scopes and pricing. Track unsigned proposals and verify document completeness before sending.

6. Executive Support

- Manage daily executive calendars, task priority lists, and decision queues.
- Synthesize multi-departmental updates into short daily/weekly executive summaries.

7. Safety & Certification Compliance

- Maintain safety records, incident reports, and safety meeting documentation.
- Track licenses, certifications, and insurance policies to ensure zero lapses. Escalate accidents or critical issues immediately.

Mandatory Requirements:

- Bilingual Fluency: Read, write, and speak fluently in English and Spanish .
- Senior Administrative Experience: 3+ years managing business operations, executive support, AR, HR/payroll, or office administration.
- Proactive Ownership: Strong leadership presence with the ability to manage workflows without direct supervision.

📌 Operations Senior Executive Assistant (ES/EN) (Chile)
🏢 Stellar Staff
📍 Chile