Position: Administrative and Accounts Assistant

Location: Remote / Flexible

Commitment: Part-Time (Minimum 1 day per week)

Supported Entities: PawfectionBB, Tropical Finance Broker, Malacon Business Services Inc.

Position Overview

We are seeking a highly organized, detail-oriented Executive Virtual Assistant / Administrative Specialist to manage daily operations, client communications, financial tracking, and corporate compliance across three businesses: PawfectionBB, Tropical Finance Broker, and Malacon Business Services Inc.

The candidate will be responsible for maintaining structured workflows, executing social media scheduling, managing client intake, and driving administrative and regulatory filings to completion.

Key Responsibilities

1. PawfectionBB

• Social Media Management: Create and schedule 2 posts per week and publish daily Instagram stories.
• Inquiry & Waiting List Management: Monitor incoming email inquiries and issue details regarding waiting list registration.
• Litter Management & Follow-ups: Maintain the waiting list, contact prospective clients upon the birth of a litter, and perform follow-ups for payments.

2. Tropical Finance Broker

• Social Media Management: Create and schedule 2 posts per week and publish daily Instagram stories (repurposing content from LinkedIn for Instagram).
• Client Inquiry Management: Respond to all email inquiries coming via Instagram.
• Client Onboarding & Form Filling: Provide prospective clients with document requirements checklists based on their client profile and complete application/intake forms where necessary.
• Banking Coordination: Organize valuation reports with respective banking institutions.

3. Shared & Cross-Company Operational Duties (PawfectionBB, Tropical Finance Broker, Malacon Business Services Inc.)

• Corporate Compliance (CAIPO): Prepare, file, and track annual returns through CAIPO to final completion for all entities.
• Payment Administration: Generate and issue credit card payment links for puppy purchases, deposits, and appointments.
• Financial Record-Keeping: Log and track financial transactions received via email from clients.
• KYC & Invoicing: Complete KYC (Know Your Customer) forms, maintain organized compliance folders on Google Drive, and issue invoices upon completion.
• Regulatory & Banking Correspondence: Submit official emails to the Central Bank for foreign incorporation acknowledgments and process loan approval documentation through mortgage companies.
• General Support: Perform additional administrative tasks across all three companies as assigned.

Qualifications & Requirements

• Commitment: Available for a minimum of 1 dedicated day per week (with ability to handle daily story postings and urgent client communications).
• Administrative & Financial Experience: Strong record-keeping capabilities, experience with payment link generation, invoice processing, and KYC documentation.
• Social Media Skills: Proficiency in managing Instagram content calendars, story scheduling, and cross-platform content adaptation.
• Compliance Familiarity: Prior experience or familiarity with corporate filings (CAIPO), banking coordination, and Central Bank submissions.
• Key Traits: High attention to detail, proactive follow-up capability, and strong written communication skills.

How to Apply

Please submit your CV and a summary of relevant experience to [email protected].