Virtual Operations Assistant

Note: Only applicants residing in Metro Manila will be prioritized for this role Position Overview We are seeking a highly organized, proactive, and detail-oriented Virtual Executive Assistant to support the day-to-day administration and operational functions of a growing field services business. This role serves as the central point of coordination for administrative processes, scheduling, communications, payroll support, reporting, and general business operations. Key Responsibilities Executive & Administrative Support · Manage and maintain executive inboxes, prioritizing communications and ensuring timely responses. · Organize, monitor, and reduce email backlog while maintaining inbox efficiency. · Draft, respond to, and follow up on client, supplier, and internal communications. · Coordinate meetings, appointments, and calendar schedules. · Develop and maintain administrative systems, procedures, and business documentation. · Provide general executive and administrative support as required. Operations Scheduling & Workforce Coordination · Schedule and coordinate rectification works, maintenance jobs, and service appointments. · Allocate work efficiently across technicians and subcontractors based on availability, capability, geographic location, and job complexity. · Optimize scheduling to maximize technician productivity and minimize travel downtime. · Coordinate work distribution across Melbourne-based staff and subcontractors nationwide. · Monitor job progress and assist with rescheduling, workflow adjustments, and task allocation. Payroll & Administration Support · Process payroll and payroll-related administrative tasks using Xero. · Maintain accurate employee and contractor records. · Assist in payroll verification and timesheet management. Reporting & Client Deliverables · Gather operational data from technicians, subcontractors, and project records. · Prepare, compile, and deliver client reports and service documentation. · Maintain accurate reporting records and track deliverable deadlines. Communication & Stakeholder Management · Act as a key communication link between management, field teams, clients, and subcontractors. · Follow up outstanding actions, job updates, and client requests. · Escalate operational issues, delays, or risks when necessary. General Business Support · Assist with ad hoc administrative projects and operational initiatives. · Support procurement and sourcing activities · Contribute to business improvement projects and process optimization efforts. · Take ownership of additional responsibilities as the role evolves with business growth. Required Qualifications & Skills · Minimum 3 years of experience in a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar role. · Exceptional organizational and time-management skills. · Strong written and verbal English communication skills. ·…