Remote Raven

Project Manager

• Complete all daily data entry in Procore and maintain accurate, up-to-date project documentation.
• Create detailed, accurate submittals within 48 hours of receiving the NEW CONTRACT email and ensure all submittals are reviewed before sending to Project Managers.
• Order samples promptly, update tracking information, and maintain the Submittal and Samples Tracking file to keep the office and project teams informed.
• Maintain consistent, proactive communication with Project Managers, clients, contractors, and suppliers to ensure alignment across all stages of the project.
• Manage and upload required project documentation in client third-party platforms (e.g., COIs, city business licenses, safety documentation, onboarding requirements) to keep projects compliant and support prompt payment.
• Send preliminary notices for all projects and deliver closeout documents within one business day of the client’s request.
• Assist Project Managers with tile material orders, vendor coordination, and procurement tasks as needed.
• Support client requests for safety documentation, coordinate training when required, and ensure adherence to project-specific safety standards.

Project Coordinator

Social Media Manager

• Create and manage social media accounts (Facebook, Instagram, LinkedIn) for multiple brands.
• Develop and maintain brand identity, including logos, colors, and tone of voice.
• Use AI tools to generate and automate content for 6–12 brands.
• Review and approve batches of AI-generated content to ensure accuracy, tone, and brand consistency.
• Schedule and manage regular posting across all platforms.
• Create and manage Meta (Facebook/Instagram) ad campaigns.
• Monitor and adjust ad performance to improve ROI.
• Oversee the creation and updates of brand websites, coordinating with designers and contractors.
• Respond to comments, messages, and community engagement across all accounts.
• Actively engage with followers, potential customers, and complementary brands to increase visibility and reach.

Marketing, Social Media Coordinator

Executive Assistant

• Control the Director’s calendar; schedule recurring revenue cadences (KPI reviews, AR stand-ups, month-end checkpoints).
• Arrange meetings with internal stakeholders and, when directed, set meetings for the Director with external parties.
• Prepare agendas, pre-reads, supporting files, and talking points; ensure meetings start on time with required materials.
• Capture decisions and action items during meetings; assign owners and due dates; maintain trackers until closure.
• Maintain dashboards/logs for AR aging, DSO, denials, adjustments, cash receipts, authorization status, and open issues.
• Monitor expected vs. actual cash activity; flag variances internally with concise context and required actions.
• Prepare and maintain executive-level notes, summaries, SOPs, and weekly/month-end revenue packets (metrics, trends, variances, next steps).
• Produce clean spreadsheets and slides from data exports (pivots, lookups, filters, data validation).
• Keep version-controlled, audit-ready folders for contracts, fee schedules, payor rosters, and related artifacts.
• Conduct templated, limited external communication only when instructed (e.g., confirmations, scheduling).
• Route negotiations, escalations, and substantive external matters to the Director; provide briefing materials and context.
• Maintain professional internal communication standards (clear, concise, action-oriented).
• Maintain and periodically refine meeting templates, trackers, SOPs, and filing structure.
• Support audit readiness by ensuring documentation is complete, current, and retrievable.
• Surface blockers early with a proposed next step or decision request.

Executive Assistant – Revenue

• Call patients to confirm appointments and discuss visit requirements
• Verify copays prior to appointments
• Ensure prior sleep studies and office notes are obtained before the visit
• Schedule, reschedule, and cancel appointments as needed
• Contact and onboard new patients; collect demographic and insurance details
• Enter data accurately into CareCloud
• Verify patient eligibility and insurance benefits (including direct insurer calls when needed)
• Check requirements for prior authorizations
• Conduct brief intake questions regarding patient symptoms or sleep history
• Link prior sleep study records to AirView
• Coordinate with DME suppliers as needed
• Answer inbound patient calls and address questions
• Call facilities and provider offices to request records or follow up on referrals
• Contact insurance hotlines to obtain coverage details or support
• Send referral updates and referral orders
• Fax and email records securely
• Upload sleep studies and other clinical records into EMR
• Send messages and documents through CareCloud
• Maintain accurate and confidential patient records
• Complete assigned daily tasks and inbox requests
• Attend practice meetings and collaborate with the clinical team
• Assist with other administrative needs related to patient care

Medical Virtual Assistant

Account Manager

• Organizing the office and assisting associates in ways that optimize office procedures.
• Creating and updating records ensuring accuracy and validity of information.
• Assists with reviewing quotes/proposals from carriers.
• Assists with preparation of proposals for prospects and clients.
• Works with TLC team on time-sensitive tasks.
• Ability to prioritize the importance of tasks in a time sensitive environment.
• Storing documents electronically
• Data input (OneDrive, Excel, PerfectQuote, Employee Navigator, SmartOffice etc.)
• Reviewing applications when necessary.
• Correspondence with coworkers
• Assists with marketing tasks including sending out newsletters and creating prospect presentations.
• All other duties assigned.

Account Coordinator

• Manage executive calendars, inboxes, meetings, and daily priorities
• Handle call screening, CRM logging, and professional correspondence
• Prepare meeting materials, PowerPoint presentations, and briefing notes
• Coordinate internal huddles, agendas, and follow-ups
• Assist with confidential business files, contracts, and LLC documents
• Track CE hours, licenses, renewals, insurance, and compliance tasks
• Maintain broker forms, templates, and internal systems
• Support document execution workflows (DocuSign, internal systems)
• Update listings, marketing materials, and transaction records
• Help manage preventative maintenance schedules and vendor coordination
• Support property management tasks such as vendor requests, maintenance follow-ups, and bid coordination
• Assist with tenant improvement coordination, building tracking, and contract renewals
• Help prepare marketing decks, market research briefs, and client communications
• Organize digital files and OneDrive folders
• Create SOPs and streamline workflows
• Assist with newsletters, holiday cards, client gifts, and event support
• Provide occasional personal assistance (travel reservations, scheduling, errands)

Recruitment

• Identify and source qualified candidates through multiple channels (job boards, social media, referrals, communities, and databases).
• Build and maintain a pipeline of candidates for active and future roles.
• Use Boolean searches and creative sourcing strategies to reach hard-to-find talent.
• Conduct initial candidate screenings to assess skills, availability, communication, and fit.
• Present qualified candidates to recruiters or hiring managers with clear and detailed notes.
• Maintain strong candidate engagement throughout the recruitment process.
• Work closely with recruiters and client account managers to understand role requirements.
• Track sourcing activities and candidate progress in the ATS or recruitment database.
• Provide weekly reports on sourcing metrics and pipeline health.
• Stay informed about local job market trends in Kenya, the Philippines, and Latin America.
• Recommend sourcing strategies tailored to each region.
• Build a strong network and maintain relationships with talent communities.

Sourcer

Frontend Engineer

• Build, update, and maintain responsive websites across Webflow, Shopify, WordPress, and Squarespace.
• Customize templates, layouts, and styling using HTML5, CSS3, and JavaScript.
• Manage and optimize plugins, themes, and page speed for WordPress and other CMS platforms.
• Support e-commerce development and customization using Shopify’s Liquid framework.
• Develop marketing and landing pages for campaigns, events, and lead capture.
• Conduct cross-browser testing and quality assurance for all site builds and updates.
• Implement front-end code enhancements for performance and interactivity.
• Manage basic PHP edits for WordPress or related systems.
• Configure and maintain JSON/REST API integrations and automation workflows.
• Manage version control using Git/GitHub for change tracking and team collaboration.
• Apply SEO best practices including metadata, schema markup, accessibility (WCAG), and site performance tuning.
• Create mockups, prototypes, and page layouts using Figma, Canva Pro, or Adobe XD.
• Ensure cohesive branding, accessibility, and responsive design across all pages.
• Collaborate with leadership to refine design hierarchy, typography, and user flow for optimal engagement.
• Optimize content and imagery for performance and conversion.
• Manage domain registration, DNS configuration, and hosting environments (primarily GoDaddy).
• Configure DNS records (A, CNAME, MX, TXT, SRV) and troubleshoot propagation or routing issues.
• Set up and validate SPF, DKIM, and DMARC records for secure email authentication.
• Manage SSL certificates, HTTPS redirects, and security protocols through Cloudflare or Let’s Encrypt.
• Perform migrations, backups, and restoration of websites using FTP/SFTP or cPanel.
• Diagnose and resolve hosting, SSL, or DNS-related errors with precision and documentation.
• Maintain site health through plugin updates, vulnerability checks, and CMS hardening.
• Configure caching and CDNs (Cloudflare, Fastly) for optimal load speeds.
• Manage backup schedules, storage integrity, and restoration procedures.
• Regularly test and monitor site uptime, performance, and security.
• Ensure compliance with data security, accessibility, and privacy standards.
• Implement and manage Google Analytics 4, Google Tag Manager, and Search Console.
• Connect and maintain integrations with CRM tools (HubSpot, Salesforce, Pipedrive).
• Integrate email marketing and automation platforms (Mailchimp, Klaviyo, ConvertKit, Zapier, Make).
• Embed and track lead forms, popups, and automation triggers across websites.
• Ensure accurate event tracking, funnel analytics, and conversion reporting.
• Maintain clear project documentation, version control notes, and technical logs.
• Communicate proactively regarding project status, technical issues, and deadlines.
• Collaborate cross-functionally with leadership, marketing, and data teams.
• Demonstrate independent problem-solving, accountability, and attention to detail.
• Manage multiple concurrent projects with accuracy, adaptability, and follow-through.

Web Developer

Software Engineer

• Implement, customize, and manage Zoho CRM (modules, blueprints, workflows)
• Use Deluge, JSON, and SQL to build custom functions and automation logic
• Integrate Zoho with internal and external systems using APIs, Zoho Flow, and webhooks
• Ensure clean CRM data for segmentation and reporting
• Build and run campaigns in Zoho Campaigns, tracking conversion and engagement
• Collaborate with sales and operations teams to improve pipeline visibility and automation flows
• Maintain and develop integrations between WordPress, web forms, and Zoho tools
• Support responsive UI experiences and real-time lead flow automation
• Troubleshoot and resolve frontend/backend data sync issues

Zoho Developer

Accounts Payable

• Process invoices accurately and ensure all documentation is complete.
• Follow up with internal departments for approvals and clarification on coding.
• Create and maintain vendor records, ensuring W-9 forms and tax documentation are up to date.
• Manage multiple shared inboxes for A/P communication and document submission.
• Prepare and execute weekly payment runs via ACH and in-house check processing.
• Occasionally process payments directly through vendor websites.
• Monitor chargebacks and assist with expense reporting (currently managed in STARR).
• Maintain clear records of all payments and supporting documentation for audits.
• Communicate with vendors to resolve billing discrepancies, disputes, and inquiries.
• Manage phone and email correspondence regarding payments and account clarifications.
• Serve as a professional liaison between vendors and internal departments.
• Generate A/P aging reports and assist in reconciling vendor accounts.
• Maintain and update Excel reports (basic formulas, Pivot Tables, VLOOKUP).
• Work within Sage accounting software (experience highly preferred).
• Utilize Concur for expense management and reporting (highly preferred; will train the right candidate).
• Ensure W-9 documentation is accurate and determine proper processing criteria.
• Assist in preparing audit-ready documentation and support compliance reviews.
• Support continuous improvement initiatives for A/P workflows.

Accounts Payable Specialist

Administrative Assistant

• Serve as the primary point of contact for patients via phone and email.
• Schedule, confirm, and reschedule appointments in accordance with clinic protocols.
• Answer patient inquiries about services, procedures, and general information.
• Provide friendly, empathetic, and professional communication to every patient interaction.
• Coordinate with clinical staff to ensure smooth scheduling and workflow.
• Maintain accurate and updated patient records in the scheduling system.
• Follow up with patients as needed for reminders, updates, or documentation requests.
• Assist with administrative tasks and other duties as assigned by clinic management.
• Act as the schedule monitor in Athenahealth, ensuring all provider schedules are full and accurately maintained.
• Reschedule patients when providers are absent or unavailable.
• Fill newly added provider workdays and update appointment availability accordingly.
• Review schedules to identify and correct booking errors or inappropriate appointments.
• Make outgoing calls to patients for scheduling, rescheduling, and appointment confirmations.
• Serve as a backup for the customer service team, assisting with incoming patient calls as needed.
• Ensure appointment confirmations are completed and accurately logged.
• Provide administrative assistance to the Assistant Administrator and the Director of Operations.
• Perform clerical duties including document preparation, filing, data entry, and other project-based assignments.
• Support internal communications and scheduling for the leadership team.
• Manage smaller administrative projects to streamline operations.
• Assist with reporting, tracking, and internal coordination tasks as assigned.

Medical Administrative Assistant – Customer Service Associate

Accountant

• Perform day-to-day bookkeeping for all entities, including journal entries, bank reconciliations, and expense categorization.
• Manage Property Management and Trust Accounting in accordance with regulatory and client requirements.
• Audit, clean up, and bring financials current from a 1.5–2 year backlog.
• Track property-level expenses, distributions, and investor allocations with precision.
• Maintain and reconcile trust accounts, ensuring compliance and accuracy in all transactions.
• Manage and transition bookkeeping functions from QuickBooks Online (QBO) to Revela PMS, ensuring accurate data migration and setup.
• Record and reconcile rent collections.
• Prepare monthly and quarterly financial statements, including Balance Sheet, Income Statement, and Cash Flow reports.
• Reconcile trust and operating accounts monthly.
• Ensure transparent records for all owner distributions and property-specific financial activities.
• Support the leadership team with financial audits, variance analysis, and compliance checks.
• Assist in documenting accounting procedures and improving workflow consistency.
• Collaborate with property managers and leadership to support asset management and build-to-rent financial oversight.
• Generate financial insights to guide decisions around portfolio performance and cash flow.
• Support accurate reconciliation of rents, security deposits, and owner distributions.
• Communicate confidently with ownership, investors, and internal staff regarding accounting questions.
• Troubleshoot issues proactively and provide recommendations for better reporting and efficiency.
• Coordinate with the CPA or external auditors to ensure compliance and timely reporting.

Staff Accountant

• Process and record invoices accurately and efficiently.
• Generate and maintain A/P reports, aging schedules, and reconciliations.
• Communicate with clients and vendors to clarify billing issues or resolve discrepancies.
• Troubleshoot A/P issues, research variances, and ensure accuracy of payments.
• Manage vendor inquiries via phone and email in both English and Spanish.
• Review, verify, and reconcile vendor statements to maintain up-to-date ledgers.
• Support month-end close and financial reporting by providing A/P data as required.
• Maintain organized documentation for audit and compliance purposes.

Accounts Payable, Bilingual – English & Spanish

Financial Planning and Analysis

• Provide comprehensive executive support to the CFO, anticipating needs and ensuring priorities are managed effectively.
• Manage daily workflow and follow-up on previously assigned tasks, ensuring nothing is overlooked or delayed.
• Support financial operations, including bookkeeping, invoice review, payroll preparation, and assisting with reconciliations or transaction tracking.
• Serve as a second set of eyes for financial details—catching discrepancies or missed items before they escalate.
• Maintain a structured task tracking system, ensuring clarity around deadlines, deliverables, and follow-through.
• Prepare and organize reports, presentations, and financial documentation as requested.
• Manage scheduling, calendar, inbox, and communication flow, ensuring the CFO’s time is prioritized effectively.
• Handle sensitive and confidential information with the highest level of discretion.
• Adapt quickly to spontaneous changes in priorities and provide solutions proactively.

Executive Assistant – CFO

• Support business owner with professional social media management and personal administrative tasks
• Plan, create, and schedule posts across Instagram, Facebook, LinkedIn, TikTok, and other platforms
• Design engaging graphics and content using Canva
• Research and propose content ideas aligned with brand voice and business goals
• Monitor engagement, reply to comments and messages, and foster community growth
• Track analytics and prepare performance reports to optimize content strategy
• Maintain content calendar and ensure consistent posting
• Manage personal calendar, appointments, and reminders
• Book travel, accommodations, and personal events
• Handle online purchases, returns, and expense tracking
• Organize digital files, documents, and subscriptions
• Communicate with service providers (home repairs, memberships, insurance)
• Complete miscellaneous personal errands and tasks as assigned
• Coordinate via Slack and other scheduling tools

Marketing / Personal Assistant

• Review resumes and assess candidates’ qualifications, Proactively source and engage with potential candidates, Build and maintain a pipeline of qualified candidates for electrician positions and apprenticeships, Post jobs to various channels, including online job boards and social media, Understand staffing requirements, discuss candidate profiles, and address recruitment challenges, Provide regular updates and reports on recruitment metrics, progress, and outcomes, Maintain accurate and up-to-date candidate records, Serve as a point of contact for candidates, Ensure a positive and professional candidate experience throughout the recruitment process, Provide administrative support for cross-departmental projects, Help organize and execute company-driven initiatives, Assist the Director of Strategy with miscellaneous employee engagement or Growth & Development projects on an as-needed basis.

Recruitment Administrator

• Source qualified candidates for virtual assistant and related roles across Africa and globally (if needed)
• Screen applicants to ensure they meet client requirements and company standards.
• Collect and verify hiring requirements from clients and hiring managers.
• Maintain consistent communication with candidates, keeping them updated throughout the recruitment process until placement.
• Schedule interviews with candidates, senior recruiters, and hiring managers
• Track recruitment activities in the applicant tracking system (ATS) or company database.
• Once fully trained: Conduct interviews and assist in evaluating final candidate selections.
• Support continuous improvements in recruitment processes and contribute to scaling our Latin America talent pipeline.

Recruiter/Sourcer – Internal

• The Personal Executive Assistant (EA) is the CEO’s primary operations partner—removing tasklevel work, orchestrating schedule and multichannel communications, and ensuring flawless followthrough on all CEO commitments.
• Represents the CEO in communications with internal and external stakeholders; requires unwavering professionalism and discretion.
• Captures decisions and action items, keeps priorities visible, develops leadership reports, ensures metrics are updated, and can act on the CEO’s direction to set up/purchase/schedule/pay for items/services.
• The EA will be privy to sensitive personnel conversations; absolute trust and confidentiality are mandatory.
• Calendar, Meetings & Virtual Logistics: Own the CEO’s calendar end-to-end; schedule, confirm meetings; coordinate virtual logistics and attendee communications; prepare agendas and briefing packets; attend key meetings to capture notes and actions.
• MultiPlatform Messaging & Communications (RemoteFirst): Manage communications across email, Slack, Microsoft Teams/Chat, SMS, and other approved channels; represent the CEO; draft, route, and send correspondence; maintain response-time standards; consolidate asks into a unified Request & Decision Queue.
• Task, ActionItem & FollowThrough Management: Maintain a CEO Master Task & Priority Tracker; proactively chase updates; surface options; issue daily delinquent/atrisk summaries.
• Metrics, Reporting & Executive Readouts: Ensure CEO completes recurring duties; build executive reports and dashboards; coordinate data owners; highlight trends and decisions.
• Meeting Minutes, Documentation & Filing (AIEnabled): Take minutes; use AI tools; file minutes in indexed repository; maintain a Decision Log; track followups.
• Delegated Authority & Autonomous Execution: Act with delegated authority to set up services/tools, purchase items, schedule resources, pay vendors; translate objectives into mini-plans; light procurement; onboard vendors; provide status updates.
• Proxy Representation: Attend internal meetings on CEO’s behalf; represent priorities; deliver crisp debriefs to CEO.
• Administration, Records & Confidentiality: Maintain executive contact lists; track recurring obligations; uphold confidentiality; ensure secure handling of sensitive information.
• Note: No travel management responsibilities at this time.
• Success Measures: Calendar accuracy and prioritization minimize reschedules and context switching.
• Multiplatform communications triaged daily; high-priority items acted on within SLAs.
• 100% of meetings produce notes/minutes and action items filed within 24 hours.
• Company metrics/OKRs/KPIs updated on schedule; executive reports are accurate and insight-driven.
• Delegated tasks executed on time, within budget, with clean documentation.
• Delinquent or at-risk items surfaced early with clear next steps and owner accountability.
• Stakeholders report professional, reliable, and consistent representation of the CEO.
• Minimum Qualifications: 4+ years supporting a Csuite executive; Mastery of calendar ownership; Demonstrated ability to take directives; Strong reportbuilding; Exceptional communication; High reliability; Proficiency with Google Workspace/M365 and a workmanagement tool.
• Preferred Qualifications: Experience preparing leadership/board reports; AI notetaking tools; proxy experience with guardrails.
• Core Competencies: Proactive ownership, Organization & systems thinking, Judgment; Clear communication; Stakeholder management; Execution under pressure; Remote collaboration.
• Decision Guardrails: May – purchase within preapproved limits; Must escalate – spend above limit; etc.