10/17/2026 updated
100 % available
Executive & Operations Assistant | Business Support | Scheduling & Coordination
Torrevieja, Spain
Only remote
M.A., Accounting & Economics (with Honors)About me
Highly organized and proactive professional skilled in administrative support, scheduling, travel coordination, client communication, document management, invoicing, and business operations. Strong multitasking, problem-solving, and time management skills. Reliable, detail-oriented, and adaptable.
Calendar ManagementGeneral Administrative SupportJob SchedulingStudy CoordinationTravel CoordinationAircraft Takeoff and Landing CoordinationExecutive Assistance
Operations Coordination
Extensive experience as a central coordinator for daily business operations, including scheduling 25-50+ service appointments per day, managing technician dispatch, and keeping all stakeholders aligned in real time.
Invoicing & Accounts Receivable
End-to-end ownership of billing processes including invoicing, accounts receivable, payment follow-up, and collections using QuickBooks.
Client, Vendor & Partner Communication
Proven track record of managing high-volume inbound calls and ongoing communication with customers, vendors, insurance partners, home warranty companies, and property managers.
Scheduling & Calendar Coordination
Skilled in prioritizing competing demands, resolving same-day scheduling conflicts, and independently reorganizing schedules and routes to keep work on track.
CRM & Records Management
Proficient in maintaining accurate customer records, job statuses, service history, and internal notes using Housecall Pro (Field Service CRM).
Document Preparation & Reporting
Preparation of technical service reports and submission of required documentation to insurance companies, including follow-up on claims and work orders.
Hiring & Onboarding Support
Experience recruiting, interviewing, and onboarding administrative staff as well as hiring and training team members in e-commerce business environments.
Supplier Sourcing & Negotiation
Experience sourcing suppliers across the U.S., Canada, and Europe, negotiating wholesale agreements, and coordinating purchasing and order fulfillment.
E-Commerce & Online Store Management
Management of e-commerce operations through WordPress stores and Amazon Handmade storefronts, including inventory management and customer service.
Software & Tools Proficiency
Proficient in Housecall Pro, QuickBooks, Microsoft Office, Google Workspace, WordPress, and Amazon Seller Central.
Extensive experience as a central coordinator for daily business operations, including scheduling 25-50+ service appointments per day, managing technician dispatch, and keeping all stakeholders aligned in real time.
Invoicing & Accounts Receivable
End-to-end ownership of billing processes including invoicing, accounts receivable, payment follow-up, and collections using QuickBooks.
Client, Vendor & Partner Communication
Proven track record of managing high-volume inbound calls and ongoing communication with customers, vendors, insurance partners, home warranty companies, and property managers.
Scheduling & Calendar Coordination
Skilled in prioritizing competing demands, resolving same-day scheduling conflicts, and independently reorganizing schedules and routes to keep work on track.
CRM & Records Management
Proficient in maintaining accurate customer records, job statuses, service history, and internal notes using Housecall Pro (Field Service CRM).
Document Preparation & Reporting
Preparation of technical service reports and submission of required documentation to insurance companies, including follow-up on claims and work orders.
Hiring & Onboarding Support
Experience recruiting, interviewing, and onboarding administrative staff as well as hiring and training team members in e-commerce business environments.
Supplier Sourcing & Negotiation
Experience sourcing suppliers across the U.S., Canada, and Europe, negotiating wholesale agreements, and coordinating purchasing and order fulfillment.
E-Commerce & Online Store Management
Management of e-commerce operations through WordPress stores and Amazon Handmade storefronts, including inventory management and customer service.
Software & Tools Proficiency
Proficient in Housecall Pro, QuickBooks, Microsoft Office, Google Workspace, WordPress, and Amazon Seller Central.
Experience
Professional experience10+ years
Freelancer since2012
Languages
EnglishGoodRussianNative speakerSpanishBasic knowledgeUkrainianNative speaker
Project history
Served as the central coordinator for daily operations, scheduling 25-50+ service appointments per day. Prioritized competing demands, handled high-volume inbound calls, coordinated with home warranty companies and insurance partners, prepared technical service reports, managed invoicing and accounts receivable in QuickBooks, maintained customer records in Housecall Pro, sourced parts and equipment, managed maintenance agreement scheduling, and recruited and onboarded administrative staff.
Ran all business operations end to end including supplier sourcing across the U.S., Canada, and Europe, vendor negotiations, purchasing, order coordination, and fulfillment. Negotiated wholesale agreements placing products in 10-15 retail stores. Managed e-commerce through a WordPress store and an Amazon Handmade storefront, along with inventory and customer service.
Built and ran an e-commerce business for ten years, growing the team to 5-10 employees. Hired and trained staff, managed vendor relationships, customer service, and daily operations. Managed international procurement and supplier coordination across the U.S. and Europe. Kept multiple operational processes running simultaneously while maintaining service quality.