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

, , Mexico -

Full Time

Start Date

Immediate

Expiry Date

10 Mar, 26

Salary

0.0

Posted On

10 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Sourcing, Vendor Management, Recruiting, Operations Coordination, Call Center Outreach, Attention to Detail, Documentation Skills, Phone Interviews, Trade Qualifications, Spreadsheets, Document Management, Organizational Discipline, Independent Work, High Outreach Volume, Sourcing Targets

Industry

Outsourcing and Offshoring Consulting

Description

Paired is a global staffing and recruiting agency that pairs remote work with top-tier talent. We admire the importance of innovative social media strategies and are committed to connecting talented individuals with great companies that need their unique skills. Our mission is to provide great jobs to gifted people, regardless of location. 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. 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.

Responsibilities

The Administrative Assistant is responsible for sourcing and onboarding trade technicians and small contractor companies across the U.S. This includes conducting outreach, qualification interviews, managing compliance paperwork, and ensuring subcontractors are onboarded into internal systems.