Office Administrator

Job Description

Company Overview

Established in 2008, Zicasso is the most-reviewed and highest-rated luxury travel company, specializing in immersive custom tours, vacations, and safaris. Our Zicasso travel specialists are the world’s top 2% of boutique tour operators and travel agents, pre-vetted and handpicked to compete in creating itineraries tailored to each of our travelers’ unique preferences. Joining Zicasso, you’ll play a key role in bringing our travelers’ dreams to life—pushing the boundaries of what’s possible with luxury travel experiences.

As a member of our team, you’ll be part of a company recognized for its strong brand reputation among discerning travelers. Our authority in the luxury travel industry is consistently affirmed through features in top media outlets, including The New York Times, The Wall Street Journal, BBC, Forbes, CNN, and Condé Nast Traveler, to name a few. See our press coverage here.

We are a fully remote company spanning five continents, and we foster a dynamic, progressive global work environment that values creativity, initiative, and continuous learning. We’re seeking passionate, data-driven individuals who thrive in a high-performance environment and are eager to contribute to our innovative company culture, underpinned by a consistent pursuit of excellence, integrity, and teamwork.

Our global team comes together biannually for international retreats and summits. These are typically held for a week at a new location each time, providing opportunities to share ideas, collaborate in person, and strengthen our culture, all while learning firsthand about the destinations we serve. These events embody our commitment to both professional growth and the transformative power of travel.

Join us in shaping the future of luxury travel while working towards our vision—creating a more connected humanity through travel. To learn more, visit https://www.zicasso.com/careers.

The Role

As an Office Administrator at Zicasso, you will leverage an exceptionally high attention to detail to support the critical administrative and financial operations that keep our company moving forward. Your focus will be a seamless blend of managing our daily office administration and owning our Accounts Payable and Accounts Receivable (AP/AR) workflows. You will meticulously execute data entry, manage complex invoicing, and reconcile payments with our global travel agency partners, while concurrently providing vital virtual office support to facilitate team logistics and continuously optimize our internal systems for peak efficiency.

This is an international, fully-remote, freelance contractor position, working from home, at a location outside of the United States. We are particularly seeking candidates who are based in Latin America.

There is flexibility in your work hours but we expect that you will generally maximize your overlap with California hours (e.g., until 3pm Pacific Time Zone).

The work will all be conducted in English.

Key Responsibilities

• Manage hands-on operational workflows alongside Accounts Payable and Receivable duties, acting as a primary point of contact to process accounts receivables timely and accurately, and oversee daily administrative logistics with exceptional attention to detail.
• Continuously evaluate and refine our internal workflows, leveraging technology to elevate operational efficiency, manage organizational software subscriptions, and ensure both administrative and financial integrity.
• Deliver high-touch administrative support to executive leadership, seamlessly managing complex global scheduling, calendar alignment, and the execution of critical action items across Zicasso.
• Leverage reporting and visualization tools (e.g., Excel, Google Spreadsheets, etc.) to track key business performance and organizational goals.
• Work collaboratively within a team to support the daily operational needs of our remote workforce, assisting with vendor coordination, accounting tasks, and general office administration.

Required Experience

• 6+ years of proven experience in business operations, accounting tasks, or a similar hybrid role, preferably remote.
• Strong working knowledge of Quickbooks and principles of account receivables & payables workflows is a big plus.
• High proficiency with spreadsheet software (Excel, Google Sheets) for reporting, and adopting or optimizing workplace technologies.
• Associate’s or Bachelor’s degree in business administration, accounting, or a related field preferred.
• Exceptional attention to detail, strong organizational skills, and proactive problem-solving.
• Ability to handle sensitive financial and corporate information with absolute discretion.
• Native or bilingual English proficiency to communicate clearly in a virtual, global environment.
• Comfortable working independently in a remote, full-time capacity (40 hours/week).

What We Offer

• Remote work from your home base and flexible hours that allow you to enjoy a great work-life balance.
• Innovative, fast-paced and collaborative culture that values diverse voices and opinions.
• Learning and development annual stipend.
• Two company-sponsored business trips each year at international destinations we serve!