About Cadencia

At Cadencia, we specialize in connecting top-tier professionals with leading U.S. and Canadian companies. Founded in 2021, our mission is to deliver exceptional results through our talented team members in roles such as accounting, bookkeeping, project management, administrative support, and more.

Headquartered in Guadalajara, Mexico, we are proud to create opportunities for professionals to work in a supportive, growth-oriented environment. Team members are employed by Cadencia, but partner daily with an external client. We have opportunities for in-office and remote work, attracting candidates from throughout Mexico.

At Cadencia, we value innovation, teamwork, proactivity, critical thinking, and a commitment to excellence. We believe in rewarding our team for their hard work through competitive compensation, career mapping, a great benefits plan, and profit-sharing.

By joining Cadencia, you become part of a dynamic, forward-thinking, joyful organization that values your expertise and career aspirations.

Explore opportunities with us and be a part of a company that truly values its people. Together, we create impact and drive success!

About the role:

This role provides essential administrative, coordination, and project-management support to the Sales Manager and to both the sales and production workflows. You will help maintain accurate job information, manage system updates, support daily operations, and ensure customers receive timely, professional communication.

The primary objective is to keep Jeremy and the team well-informed, reduce operational friction, and ensure nothing falls through the cracks. This is a remote position that requires strong organization, excellent communication, proactive follow-through, and the ability to stay ahead of fast-moving tasks.

What you'll do:

• Administrative & Project Support: Update job status in Smartsheet and internal reports; convert approved estimates into QuickBooks; track project progress and daily priorities.
• Production Coordination: Attend Production Meetings, verify job readiness, scope accuracy, and resolve information gaps with internal teams.
• Customer Communication: Provide daily status updates to key clients (Amazon/CEI, Fleet Response, 0610); respond to customer inquiries and escalate urgent issues.
• System Management (Germinate): Create and maintain job records, transportation applications, and ensure accurate status updates.
• Weekly Responsibilities: Prepare KwikZip estimates and invoices, maintain production tracking logs, and manage CEI portal documentation.
• Special Projects: Support leadership requests, recurring AdjustRite estimates, and time-sensitive tasks.

Skills and Qualifications:

• Strong written and spoken English; ability to communicate professionally with U.S.-based staff and customers.
• High attention to detail; accuracy is critical due to its impact on operations and customer experience.
• Proficiency in Excel, Smartsheet, and email tools; willingness to learn AdjustRite, QuickBooks, and Germinate.
• Strong organizational skills, multitasking ability, and self-management in a remote work environment.
• Comfortable working with fast-changing information and tight deadlines.
• Persistent follow-through; proactive in gathering missing information without prompting.