VA - Gen. Admin Assistant (REMOTE WORK)

2 weeks ago


Cebu City, Central Visayas, Philippines Spin Virtual Solutions, Inc. Full time

Administrative Assistants (Administration & Office Support)

Spin Virtual Solutions, Inc. is committed to helping our clients grow their business by providing them top-quality talent who produce exceptional work. We pride ourselves in doing great service to our customers which mirrors our corporate culture and core values: Collaboration, Accountability, Recognition, Leadership.

Come join us and be the best version of yourself.

The Client

We are a Residential Building Company that specialises in Architecturally desiged projects.

The Culture

While our administartice side of the business is professional, dealing with architects, consultants and clients, the Labour arm of our business is more casual. Here employees enjoy a more relaxed work environment while focussing on attention to detail and quality work. We maintain a standard of appearance for all employees. We also maintain a level of honesty and integrity which is fundamental to our business.

The Role (Preferably with Basic Accounting knowledge and experience in construction and architecture industry)

Gmail

We are seeking a full time virtual Assistant to undertake daily processes via a designated Gmail account, as well as access to several online software platforms.

As well as specific tasks, there would be a foundational body of work to be maintained daily including;

Direct any new leads arrived via email to Directors personal Email

Organisation of emails into relevant gmail folders.

Organisation of files received into google drive relating to general business particulars - ie insurances, employee information, work vehicle information

Organistaion within google drive of updated plans and files relating to specific projects

Alloction of invoices receivable to the correct google drive project folder in preparation for backcosting,

Daily sigular email to Alex (Director) with necessary actions to enable VA to finalise processes eg sign docs, organise payments, etc

Ensuring Subcontractors insurance details are current and COC on file

Clean up Gmail unwated subscribe emails

Other Tasks

Ensure all invoices received are processed through Dext for reconciliation via Xero (by others)

Ensure all relevant invoices are entered into Buildxact as prt of a backcosting process.

Send out Packages to subcontractors for quoting - during tender only

Organise Dial Before You Dig documentation on line via portal

Liaise with IT regarding Website upgrades

Build New Projects in Xero Projects and add new employees

Organise project insurance with brokers

transfer Buildsoft take off to Buildxact template

Build out Buildxact quotes for new projects

Software Understanding

Xero

Buildxact

Dext

Googledrive

Gmail

Microsoft Excel

Microsoft Word

What a good Job looks like

Each day we would expect that the VA would log into their designated Gmail account where they would firstly review any daily tasks set for them by the director or managemnt team

Once these are all complete we would want the VA to log into the accounts email and begin organising and filing invoices receioved. Each invoice would need to be entered into Dext and the Buildexact

Dext will assist the accounts department with bookkeeping and Buildxact will assist the projects team with backcosting against project allowances

At then end of each day a final review of the designated email in case of updated daily tasks, and finally a list of items that need attention from either team ie Driector, Projects or Accounts

As required the VA will need to be building new filing systems within google to assist with file management. This would reflect existing filing/folder systems for existing projects

During Tender Periods, the VA may be required to send bulk emails to subcontractors for pricing based on plans and specifications.

Growth Potential

We would love to help an employee move from a VA role into a ontracts administartive role long term, working with a project manager to help manage specific projects documentation, contracts. This would be a several year long process etc

We would need to see a development of understanding of the construction process and efficiency and good system adherance

This would also involve the training up of a new VA by the existing VA to enable a smooth transition

Professional

Reliable

Friendly

High level of english language - both spoken and written

Honesty and Integrity

Your application will include the following questions:

What's your expected monthly basic salary?

Which of the following Microsoft Office products are you experienced with?

How many years of bookkeeping experience do you have?

How much notice are you required to give your current employer?

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What can I earn as an Administration Officer

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