Administrative Assistant for a U.S. Facility Management (Remote)

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About the client:

🚀 Our client is a U.S.-based facility maintenance and repair services provider serving commercial, industrial, and multi-site clients. The company delivers a full suite of solutions including electrical, plumbing, HVAC, handyman services, general repairs, and project-based maintenance. With a focus on reliability, responsiveness, and quality execution, the organization supports businesses across multiple states and is expanding its national footprint. Their operating model emphasizes client satisfaction, operational excellence, and quick turnaround times for work orders and service requests.

Role Summary
The Administrative Assistant is responsible for identifying, qualifying, and onboarding trade technicians and small contractor companies across the United States. The role ensures the company maintains a strong, reliable pool of electricians, plumbers, HVAC technicians, and general tradespeople in every major city and surrounding area. This is a process-driven position requiring precise documentation, effective communication, and persistent follow-up.

The Administrative Assistant conducts targeted outreach, performs short qualification interviews, manages compliance paperwork, and ensures all subcontractors are fully onboarded into internal systems. This position directly supports operational readiness and enables service delivery for new clients and locations.

Work schedule: Monday through Friday, 8:00 AM to 5:00 PM (U.S. business hours).

**This role is open to all professionals residing in Latin America**

Your responsibilities:

• Source subcontractors (electricians, plumbers, HVAC, general trades) in targeted U.S. cities using tools such as Yahoo Maps, Google Maps, Better Business Bureau, and online directories.
• Identify small, local, owner-operated companies aligned with required price ranges and service expectations.
• Conduct short qualification interviews to assess:
• Commercial and industrial job experience
• Availability and response time
• Travel radius
• Hourly or flat-rate pricing
• Ability to provide itemized quotes
• Trade licensing and insurance status
  • Document all relevant details in company spreadsheets and ensure accuracy of each subcontractor profile.
  • Send subcontractor agreements, W9s, and insurance (COI) requirements to qualified vendors.
  • Follow up consistently to obtain completed paperwork, verify compliance, and upload all documents to the internal server.
  • Enter final subcontractor data into company software systems for operational use.
  • Maintain a minimum of three qualified subcontractors per trade in every major metropolitan area, then expand sourcing into surrounding rural regions.
  • Respond to urgent requests during business hours, including last-minute emergency work orders requiring immediate subcontractor sourcing.
  • Provide ongoing updates to operations and leadership on progress, gaps, and market coverage needs.
  

Requirements

• Strong English communication skills, both written and verbal
• Minimum 1-2 years of experience in sourcing, vendor management, recruiting, operations coordination, or call center outreach.
• High attention to detail with strong administrative and documentation skills.
• Ability to conduct structured phone interviews and evaluate trade qualifications.
• Proficiency with spreadsheets, shared drives, and document management.
• Strong follow-through and organizational discipline.
• Ability to work independently, manage a high outreach volume, and meet sourcing targets.
• Must be available for ad hoc tasks and urgent sourcing needs during the workday, including late-afternoon emergencies.

Nice to have:

• Prior experience in facility maintenance, construction trades, field services, or service operations.

• Familiarity with U.S. geographic regions, metropolitan areas, and trade licensing requirements.
• Experience working with small subcontractors or mom-and-pop service providers.
• Background in compliance documentation, contractor onboarding, or vendor qualification.