Executive Assistant / Operations Manager

About the Role and Company

Teamswell is a rapidly expanding nearshore outsourcing enterprise catering to small and medium-sized US firms. Our goal is to empower these businesses to grow profitably by providing access to highly skilled bilingual professionals from Latin America, ensuring fair compensation and opportunities for growth.

We are searching for an extremely organized and detail-focused generalist capable of managing diverse responsibilities across sales, vendor and carrier accounts, HR systems, finance support, project coordination, and executive administration. This position demands overseeing multiple dynamic tasks and serving as a dependable liaison among teams, vendors, and leadership.

At Teamswell, each team member plays a crucial role in driving success for both our clients and our organization. We seek motivated professionals who excel in fast-paced settings, possess strong communication skills, demonstrate problem-solving capabilities, and maintain high-quality work standards.

Primary Responsibilities

• Qualify inbound leads and proactively reach out to potential partners, such as community homeowners associations, to facilitate network expansion.
• Manage vendor/site contracts by monitoring renewals/expirations, resolving disputes, and acting as the main external contact.
• Oversee carrier accounts, particularly AT&T, handling support tickets, service modifications, and invoice analysis monthly.
• Support finance operations by processing vendor invoices for payment and managing insurance certificates and renewal cycles.
• Administer HR platforms including onboarding new employees using Clockify and addressing team inquiries related to Rippling.
• Contribute to marketing efforts by ideating campaigns, creating design elements through Canva, and implementing outreach strategies to promote growth.
• Coordinate projects and marketing initiatives, maintaining updated information, organizing communication, and completing required documentation and reports.
• Handle vehicle and asset management tasks such as maintaining paperwork, scheduling maintenance, and tracking expenses.
• Provide personal and executive assistance related to property management and vendor coordination for home needs.
• Arrange and monitor meetings, serving as a communication bridge between leadership and external stakeholders.

Required Qualifications and Skills

• Experienced in sales and relationship-building with the ability to qualify leads, follow up persistently, and nurture partnerships.
• Proficient in vendor and contract management including deadline tracking and dispute resolution.
• Skilled in managing carrier accounts and vendor billing portals, with AT&T experience preferred.
• Comfortable collaborating with finance teams concerning invoicing, payments, and insurance documentation.
• Familiar or quick to learn time-tracking and HR tools such as Clockify and Rippling.
• Knowledgeable about AI tools and automation applications to enhance business workflows and operational efficiency.
• Adept at supporting multidisciplinary projects with accurate deliverable tracking and comprehensive reporting.
• Experienced in operations and logistics, particularly managing vehicle-related records and expenses.
• Trusted to handle confidential personal, financial, and corporate information with discretion.
• Excellent verbal and written communication, capable of juggling multiple priorities and acting as a reliable contact point.
• Attentive to detail with strong organizational skills to prevent errors and maintain thorough documentation.