Operations Assistant

IMPORTANT WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

Operations Assistant

Job ID: RAVDEE2
Industry: Real Estate Investment
Location: LATAM / PH
Job Status: Full Time
Work Schedule: 8:00am to 5:00pm-8 EST
Salary: 7-8 USD (Quarterly Bonuses $250-$400)
Target Start Date: ASAP

Role OverviewAbout the Role

The Operations Assistant provides critical day to day operational support for Viking Capital, a multifamily real estate investment firm. This role supports operations, documentation, systems, and financial execution to ensure workflows run accurately, efficiently, and on time.

This position requires a highly detail oriented, fast, and intelligent operator who is comfortable working with numbers, systems, and sensitive information. The ideal candidate is quick on the computer, highly responsive during business hours, and able to manage multiple operational tasks with precision in a fast paced environment.

This role offers growth potential for a strong performer who demonstrates reliability, accuracy, and operational judgment.

Key ResponsibilitiesOperations and Administrative Support

Provide day to day operational and administrative support to leadership
Maintain accurate internal documentation, contact lists, and organizational records
Assist with internal communications and follow ups as needed

Financial and Data Execution

Track, organize, and maintain vendor invoices, receipts, and financial documentation
Ensure numerical accuracy across invoices, totals, and supporting records
Identify missing, inconsistent, or unclear documentation and follow up proactively
Support light financial analysis, including flagging discrepancies and preparing simple summaries for review
Maintain clean, organized, and audit ready records

Systems and Access Management

Set up, modify, and deactivate user access across company systems including Google Workspace, Slack, , and HR or payroll platforms
Maintain accurate system access lists and permissions
Track software licenses, access permissions, and renewal dates
Learn and adapt quickly to new tools and systems as needed

Operations Administration

Manage the virtual mailbox by reviewing, routing, and archiving incoming mail
Create, send, and track documents using electronic signature platforms such as Dropbox Sign or similar
Download, organize, and store vendor receipts, invoices, and agreements
Maintain current organizational charts and internal documentation

Execute employee onboarding and offboarding checklists accurately, ensuring all documentation, system access, and required steps are completed on time
Maintain clean, up to date employee records and track PTO and required forms, following up proactively on missing or incomplete information
Support payroll and benefits workflows by collecting, organizing, and submitting required documentation with high accuracy and confidentiality

Vendor and Contractor Coordination

Collect, organize, and maintain vendor and contractor agreements
Ensure all documents are properly filed, labeled, and stored in Google Drive or equivalent systems

Compliance and Documentation

Maintain company policies, standard operating procedures SOPs, and templates
Assist with documentation preparation for audits or compliance reviews
Track mandatory trainings and send reminders as needed

Project and Process Support

Keep boards and operational trackers accurate and up to date
Track tasks, deliverables, and timelines across operational projects
Follow up on outstanding action items to ensure nothing is missed
Support recurring operational workflows and checklists

Qualifications and Skills

Associate's or Bachelor's degree in Business Administration, Human Resources, Operations, or a related field or equivalent practical experience
1 to 3 years of experience in an operations, administrative, HR, or people operations support role
Experience supporting onboarding and offboarding processes
Familiarity with HRIS, payroll, or benefits platforms such as Paychex or similar systems
Experience managing system access and permissions across multiple tools
Prior experience working in a fast paced, startup or growing company environment preferred
Experience handling sensitive and confidential information with discretion

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IMPORTANT WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

Operations Assistant

Job ID: RAVDEE2
Industry: Real Estate Investment
Location: LATAM / PH
Job Status: Full Time
Work Schedule: 8:00am to 5:00pm EST
Salary: $7 – 8 p/h (Quarterly Bonuses $250–$400)
Target Start Date: ASAP

Role OverviewAbout the Role

The Operations Assistant provides critical day to day operational support for Viking Capital, a multifamily real estate investment firm. This role supports operations, documentation, systems, and financial execution to ensure workflows run accurately, efficiently, and on time.

This position requires a highly detail oriented, fast, and intelligent operator who is comfortable working with numbers, systems, and sensitive information. The ideal candidate is quick on the computer, highly responsive during business hours, and able to manage multiple operational tasks with precision in a fast paced environment.

This role offers growth potential for a strong performer who demonstrates reliability, accuracy, and operational judgment.

Key ResponsibilitiesOperations and Administrative Support

• Provide day to day operational and administrative support to leadership

• Maintain accurate internal documentation, contact lists, and organizational records

• Assist with internal communications and follow ups as needed

Financial and Data Execution

• Track, organize, and maintain vendor invoices, receipts, and financial documentation

• Ensure numerical accuracy across invoices, totals, and supporting records

• Identify missing, inconsistent, or unclear documentation and follow up proactively

• Support light financial analysis, including flagging discrepancies and preparing simple summaries for review

• Maintain clean, organized, and audit ready records

Systems and Access Management

• Set up, modify, and deactivate user access across company systems including Google Workspace, Slack, , and HR or payroll platforms

• Maintain accurate system access lists and permissions

• Track software licenses, access permissions, and renewal dates

• Learn and adapt quickly to new tools and systems as needed

Operations Administration

• Manage the virtual mailbox by reviewing, routing, and archiving incoming mail

• Create, send, and track documents using electronic signature platforms such as Dropbox Sign or similar

• Download, organize, and store vendor receipts, invoices, and agreements

• Maintain current organizational charts and internal documentation

• Execute employee onboarding and offboarding checklists accurately, ensuring all documentation, system access, and required steps are completed on time

• Maintain clean, up to date employee records and track PTO and required forms, following up proactively on missing or incomplete information

• Support payroll and benefits workflows by collecting, organizing, and submitting required documentation with high accuracy and confidentiality

Vendor and Contractor Coordination

• Collect, organize, and maintain vendor and contractor agreements

• Ensure all documents are properly filed, labeled, and stored in Google Drive or equivalent systems

Compliance and Documentation

• Maintain company policies, standard operating procedures SOPs, and templates

• Assist with documentation preparation for audits or compliance reviews

• Track mandatory trainings and send reminders as needed

Project and Process Support

• Keep boards and operational trackers accurate and up to date

• Track tasks, deliverables, and timelines across operational projects

• Follow up on outstanding action items to ensure nothing is missed

• Support recurring operational workflows and checklists

Qualifications and Skills

• Associate's or Bachelor's degree in Business Administration, Human Resources, Operations, or a related field or equivalent practical experience

• 1 to 3 years of experience in an operations, administrative, HR, or people operations support role

• Experience supporting onboarding and offboarding processes

• Familiarity with HRIS, payroll, or benefits platforms such as Paychex or similar systems

• Experience managing system access and permissions across multiple tools

• Prior experience working in a fast paced, startup or growing company environment preferred

• Experience handling sensitive and confidential information with discretion

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