Administrative & Operations Support Specialist

This is a remote position.

Administrative & Operations Support Specialist (Virtual Assistant)

Remote Philippines Full-Time Php 45000 - 55000/month 8:00 PM 5:00 AM PHT (8:00 AM 5:00 PM ET) Long-Term Remote Role

If youre a high-performing administrative professional who thrives on operational efficiency problem-solving and working with a fast-growing US-based electrical contractor that values proactivity over simple task execution keep reading.

This isnt a role for a task-taker waiting for step-by-step instructions.

This is a focused outcome-driven position where youll own the back-office engine keep administrative operations moving smoothly and use modern AI tools to enhance daily workflows.

Why This Is a Dream Job

Youll be working directly with a prestigious USA-based Commercial Contractor player who:

• Champions Innovation: Operates a future-of-work fast-growing company culture that encourages the use of AI tools like Claude and automations to streamline back-office tasks.
  

• Values Your Growth: Provides access to a dedicated Remote Workmate Client Success Manager (CSM) for ongoing coaching onboarding support and performance check-ins.
  

• Respects Your Expertise: Focuses on operational outcomes proactivity and strategic workflow improvements rather than micromanaged task lists.
  

• Builds Stability: Looking for a long-term team extension as the business scales inclusive of a full-time engagement and health insurance benefits.
  

Youll get career transformation high-level visibility and the freedom to optimize operations without being stuck in a basic administrative rut.

What Youll Be Owning This is a core administrative and operations leadership support role covering billing purchasing compliance and client communications. You arent just filing papers; you are organizing the operational infrastructure to ensure field staff and leadership are never slowed down by administrative bottlenecks.

Youll take the lead on:

• Purchasing & Expense Management: Writing and submitting Purchase Orders (POs) and accurately allocating job numbers to materials credit card charges and expenses.
  

• Billing & Compliance: Managing service ticket billing Certificates of Insurance (COI) requests and outstanding invoice collections with letterhead-ready formatting.
  

• Payroll & Field Operations Support: Managing the weekly timecard review and collection process (ExakTime) scheduling coordination and administrative tracking (e.g. parking violations).
  

• Sales Pipeline Maintenance: Keeping sales records and customer touchpoints accurate and up-to-date within HubSpot.
  

• Workflow Optimization & AI Integration: Proactively finding gaps in processes and implementing AI tools (Claude) templates and automations to cut down manual back-office tasks.
  

• Client & Provider Communication: Serving as a clear professional point of contact for external clients vendors and field teams.
  

This Role Is a Great Fit If You:

• Are an Operational Owner: You dont just wait to be told what to do; you proactively learn workflows identify bottlenecks and propose practical improvements.
  

• Are Tech & AI-Adaptable: You are comfortable working across spreadsheets (Excel/Google Sheets) CRM systems (HubSpot) field platforms (ExakTime Fieldwire) and AI tools like Claude.
  

• Are Comfortable with Ambiguity: You thrive in a fast-paced environment where priorities can shift and you can adapt effortlessly across tasks.
  

• Have 2 years of experience in office administration virtual assistance or back-office operations (experience in construction or skilled trades is a plus).
  

• Are High-Accountability: You manage multiple recurring deadlineslike payroll and billingwith zero missed targets taking full ownership of your deliverables.
  

• Communicate with elite fluency and professional confidence across written and verbal English.
  

What Success Looks Like

After 6090 Days:

• The Engine is Fortified: You have taken full ownership of the recurring PO billing COI and weekly payroll support processes with high accuracy and zero missed deadlines.
  

• Operations are Proactive: You are managing outstanding collections vendor communications and field schedules independently surfacing issues before they become problems.
  

• Efficiency is Measured: You have identified and proposed at least one concrete workflow improvement (template automation or AI prompt workflow) that saves manual time.
  

• Trust is Earned: Leadership relies on your self-direction and reliability to run back-office administrative functions with minimal daily supervision.
  

Final Word If youve ever thought: I am a world-class administrative professional who can keep complex operations moving I just want a team that values my proactivity and strategic efficiency this is that role.

Lets build long-term success together.