Remote Administrative and Systems Assistant Cliente enterprise

We are seeking a reliable and organized Remote Administrative and Systems Assistant to support recurring administrative responsibilities for a youth program and student transportation service.
The ideal candidate is detail-oriented, responsive, comfortable following checklists, and able to manage routine responsibilities with limited supervision.
Main Responsibilities
Transportation Administration
Review transportation inquiries for completeness
Enter and update parent and student information
Prepare draft quotes using approved guidelines
Submit quotes for internal approval
Track parent acceptance and registration completion
Monitor contracts and required documents
Prepare weekly, biweekly, and monthly invoices
Track outstanding balances
Send approved payment reminders
Maintain active rider and billing records
Organize parent and driver documents
Prepare weekly transportation status reports
Seasonal Program Administration
Review registrations for missing information
Follow up regarding missing documents
Maintain participant, staff, intern, and volunteer records
Prepare onboarding documents after hiring decisions
Track onboarding completion
Set up approved team members in company systems
Prepare participant folders and seasonal records
Pull lunch, allergy, extended care, age, and payment reports
Maintain registration, document, and payment trackers
Organize approved incident documentation
Parent and Staff Communication
Respond to routine parent questions using approved information and templates
Send registration and missing-document reminders
Schedule Parent Orientation invitations
Schedule first-day reminders
Prepare and schedule weekly program emails
Schedule field trip and water-day reminders
Send approved payment follow-ups
Schedule surveys and end-of-season communications
Send staff onboarding and training reminders
Monitor replies and identify items requiring follow-up
Systems and Records
Maintain organized Google Drive folders
Update Google Sheets trackers
Monitor automated workflows
Review failed or incomplete automation steps
Confirm scheduled emails and reminders were delivered
Maintain the administrative checklist
Update approved templates, guides, and orientation materials
Report errors, incomplete records, and approaching deadlines
Systems Used
Google Drive, Docs, Sheets, Forms, Gmail, and Calendar
Registration platforms
Payment and invoicing platforms
Staff communication and scheduling systems
Website management platforms
Photo-sharing platforms
WhatsApp
Training and written procedures will be provided.
Qualifications
Strong written English
Excellent attention to detail
Strong organizational and follow-up skills
Experience with Google Workspace
Experience with administrative support, invoicing, records, or customer service
Ability to learn new online systems
Ability to follow templates, checklists, and written procedures
Reliable computer and internet access
Ability to work independently
Availability for brief weekday check-ins
Ability to identify mistakes and ask questions before proceeding
Ideal Candidate
The ideal candidate is consistent, careful, responsive, and comfortable managing recurring administrative tasks. They communicate clearly, meet deadlines, maintain organized records, and follow established processes without needing constant reminders.
Please submit:
A brief introduction
Relevant administrative experience
Regular weekday availability in Eastern Time
Experience with Google Workspace and online administrative systems
Answers to the screening questions included with this posting
Screening Questions
Please describe your experience with administrative support, customer service, invoicing, document tracking, or online records.
Which Google Workspace tools have you used regularly? Please describe what you have done with Google Drive, Sheets, Docs, Forms, Gmail, or Calendar.
Have you used registration, payment, staff scheduling, website, or photo-sharing platforms? Please identify the systems and explain how you used them.
This position requires approximately 8 to 15 hours per week, depending on the season. Please provide your regular weekday availability in Eastern Time.
A parent submits a transportation inquiry but leaves out the school name and pickup address. What would you do?
You notice that a scheduled payment reminder was not sent and the automation shows an error. What steps would you take?
You are reviewing a tracker and see two records with the same parent email but different student names. How would you determine whether the records are duplicates?Describe how you keep track of recurring tasks, deadlines, missing documents, and follow-ups.Please write a brief email reminding a parent that a required document is still missing.
Are you comfortable learning documented processes, watching training videos, and following step-by-step checklists?
Please confirm that you are comfortable with a variable schedule of approximately 8 to 15 hours per week, depending on seasonal needs.