Virtual Administrative Assistant
Virtual Administrative Assistant
Posted on :
12-08-2025
Employer Active
1 Vacancy
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Jobs by Experience
1-3years
Monthly Salary
35000 - 35000
Vacancy
1 Vacancy
Posted on :
12-08-2025
Job Description
This is a remote position.
Philippine-based Filipino Applicants.
This role provides high-level executive operational and digital support to the Director and broader team. It involves managing emails calendars and business systems while also supporting customer service social media website maintenance and general admin functions.
Key Responsibilities:
Executive & Admin Support
Manage the Director s email and calendar daily
Prioritise daily actions for Director and team (where required)
Schedule meetings appointments and follow-ups
Travel & Logistics
Create and maintain internal SOP documentation
Daily task prioritisation for MD & Team
Document control & digital file management
Customer and supplier onboarding processes
Maintaining and updating SOP documentation
Customer Order & Accounts Management
Receive delivery dockets and fulfil sales orders
Email invoices to customers from POS & Xero
Match purchase invoices and delivery dockets
Maintain price lists and product codes in REX / Website
Monitor outstanding sales orders monthly purchase orders etc
Supplier and Inventory Admin
Create and update Supplier accounts in REX
Generate and receipt purchase orders
Maintain logs for vehicle registration fuel and servicing
Financial Administration
Process invoices using Retail Express (REX) to Hubdoc / Xero
Monitor customer payments and clearing discrepancies if needed
Marketing & Website Support
Update product listings on the website
Software platform updates (CRM websites)
Post monthly / weekly / seasonal promotions or content via newsletters or blogs
Social media content scheduling and reply where required
Website product updates blog upload or basic WordPress changes
Managing our Google Business Profile (responding to reviews hours updates)
Email newsletter design using Mailchimp or equivalent
Online promotion tracking and reporting
Miscellaneous & Internal Support
Assist management and staff with ad-hoc tasks
Coordinate with suppliers and internal teams on follow-ups
Work with team on developing a CRM specific for our business
Maintaining client interaction logs
Updating sales pipelines
Following up on quotes and leads
Creating follow-up task reminders in CRM
Staff leave tracking and calendar updates
Co-ordination or production reports follow up with team members
Logging team training completions
Following up on document signoffs policy reads or onboarding tasks
Requirements
Xero Hubdoc Retail Express (REX)
Google Workspace (Docs Sheets Calendar)
Social Media Management tools where required
WordPress or eCommerce CMS knowledge (basic)
CRM system understanding (nice to have)
Excellent written and verbal communication
High attention to detail & organisational skills
Work Environment & Expectations
While this is a work-from-home position it is important to note that this is a full-time role not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability just as you would in an office environment.
This role requires:
Discipline and commitment to set working hours (strict shift times not flexible)
Use of time-tracking software during work hours
Active participation in team and client calls with your camera ON
Consistent availability and responsiveness throughout your shift
Treating this as a long-term full-time job not a side gig or freelance task
Payroll is processed bi-monthly.
We re looking for someone who values structure is dependable and thrives in a role that provides consistency and clarity. If you re seeking stability and a team that appreciates reliability we d love to hear from you.
Benefits
1. Monthly Salary: Php 35000
2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
3. You will be paid extra for overtime and Philippine public holidays
4. Probation: 6 months and after Probation
10 days annual leave credits
5 days of sick leave
5. HMO Offered after 6-months probation
6. Eligible for 13th Month Pay after 30 days
7. Annual Salary Review
8. Laptop provided after 30 days
9. Permanent work-from-home role. You will have to use your own internet.
10. SHIFT TIMES: 6AM to 3PM Philippine time Monday to Friday
Position Description: Virtual Administrative Assistant Overview: This role provides high-level executive, operational, and digital support to the Director and broader team. It involves managing emails, calendars, and business systems, while also supporting customer service, social media, website maintenance, and general admin functions. ________________________________________ Key Responsibilities: Executive & Admin Support Manage the Director s email and calendar daily Prioritise daily actions for Director and team (where required) Schedule meetings, appointments, and follow-ups Travel & Logistics Create and maintain internal SOP documentation Daily task prioritisation for MD & Team Document control & digital file management Customer and supplier onboarding processes Maintaining and updating SOP documentation Customer Order & Accounts Management Receive delivery dockets and fulfil sales orders Email invoices to customers from POS & Xero Match purchase invoices and delivery dockets Maintain price lists and product codes in REX / Website Monitor outstanding sales orders monthly, purchase orders etc Supplier and Inventory Admin Create and update Supplier accounts in REX Generate and receipt purchase orders Maintain logs for vehicle registration, fuel, and servicing Financial Administration Process invoices using Retail Express (REX) to Hubdoc / Xero Monitor customer payments and clearing discrepancies if needed Marketing & Website Support Update product listings on the website Software platform updates (CRM, websites) Post monthly / weekly / seasonal promotions or content via newsletters or blogs Social media content scheduling and reply where required Website product updates, blog upload, or basic WordPress changes Managing our Google Business Profile (responding to reviews, hours updates) Email newsletter design using Mailchimp or equivalent Online promotion tracking and reporting Miscellaneous & Internal Support Assist management and staff with ad-hoc tasks Coordinate with suppliers and internal teams on follow-ups Work with team on developing a CRM specific for our business Maintaining client interaction logs Updating sales pipelines Following up on quotes and leads Creating follow-up task reminders in CRM Staff leave tracking and calendar updates Co-ordination or production reports follow up with team members Logging team training completions Following up on document signoffs, policy reads, or onboarding tasks ________________________________________ Skills & Tools Required: Xero, Hubdoc, Retail Express (REX) Google Workspace (Docs, Sheets, Calendar) Social Media Management tools where required WordPress or eCommerce CMS knowledge (basic) CRM system understanding (nice to have) Excellent written and verbal communication High attention to detail & organisational skills
Employment Type
Full Time
Key Skills
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