About assist-world
assist-world is a leading provider of cutting-edge automated racking and robotic storage solutions tailored for warehouses and industrial facilities. Our innovative systems, which include automated forklifts and state-of-the-art storage solutions, are designed for large-scale logistics operations. As we expand our reach and take on larger international projects, we are in search of a dedicated Virtual Assistant to support our administrative coordination, equipment logistics, and project tracking efforts.
Role Overview
The Virtual Administrative Assistant plays a crucial role in providing administrative and operational support to the company owner. Your responsibilities will include coordinating project logistics, maintaining organized records of quotes and job progress, and assisting with travel and equipment arrangements necessary for installation projects. This position will initially be part-time, with the potential to transition to a full-time role as project demands increase.
Core Responsibilities
Administrative & Project Support
• Maintain a comprehensive job log to track ongoing installation projects
• Update and manage a quote tracking log
• Organize project documentation and notes efficiently
• Provide administrative support to the owner, including task tracking
Travel & Logistics Coordination
• Arrange hotel accommodations for installation teams
• Assist in scheduling travel for project-related work
• Coordinate logistics related to projects as required
Equipment Rental Coordination
• Contact suppliers to organize equipment rentals for installation projects
• Confirm availability and delivery timelines
• Maintain detailed records of equipment rentals and associated costs
Communication & Internal Coordination
• Collaborate directly with the company owner to streamline project activities
• Occasionally communicate with suppliers regarding equipment rentals
• Keep clear records and updates on project progress, primarily focusing on internal communication with the owner.
Required Qualifications
• Proficiency in both English and Spanish (verbal and written)
• Exceptional organizational and administrative capabilities
• Proficient in Microsoft Excel and Word
• Ability to manage and track multiple projects simultaneously
• Comfortable handling logistics and supplier communications
• Strong attention to detail
• Demonstrated reliability and proactive work ethic
Preferred Qualifications
• Located in Latin America (Colombia preferred)
• Experience supporting teams in construction, logistics, or operations
• Background in travel or equipment logistics coordination
• Familiarity with project tracking or job logs
Working Style
The ideal candidate will exhibit professionalism, attention to detail, and a commitment to excellence, contributing to the efficiency and success of our projects.