Virtual Operations Assistant

1 day ago

Manila, National Capital Region, Philippines beBeeAdministrative Full time $30,000 - $60,000

Job Title: Virtual Operations Assistant

Job Summary:

This dynamic role plays a vital part in supporting administrative and operational functions within an organization. The multifaceted Virtual Operations Assistant is responsible for managing various tasks, providing support to management, and assisting with financial, recruiting, or sales processes.

Key Responsibilities:

Administrative Support:

  • Organize and maintain written and digital records, including data entry and document management.
  • Coordinate and manage calendars, schedules, and appointments across different time zones.
  • Draft, proofread, and manage correspondence, reports, and presentations.
  • Conduct research, collect data, and provide information to support decision-making.
  • Prepare and maintain meeting agendas, minutes, and follow-ups.
  • Assist in the coordination of meetings, conferences, and business development initiatives.

Sales or Recruiting & Client Support:

Sales

  • Provide administrative support to the sales team, including managing CRM systems, tracking sales processes, outbound calls, and assisting with client communications.
  • Assist in implementing new sales programs, procedures, and systems.
  • Coordinate communication between internal teams and external stakeholders, including clients and vendors.

Recruiting

  • Provide administrative support to the recruiting team, including managing the ATS, sourcing, LinkedIn outreach, email outreach, appointment setting, and interviewing candidates.
  • Coordinate communication between candidates and the designated recruiter.

Financial Support:

  • Manage invoicing, accounts receivable collections, and general bookkeeping tasks.
  • Post financial transactions to accounting software and conduct monthly reconciliations for bank and credit card accounts.
  • Assist with budgeting, financial reviews, and preparation of confidential financial documents.

Technical Support:

  • Utilize tools like Excel to organize data, create charts, and generate reports.
  • Manage and organize digital files and documents using Microsoft Office 365 or Google Workspace and ATS.
  • Support project management efforts by tracking progress and communicating updates.

Desired Skills and Qualifications:

  • Experience: 1-3 years of experience in an administrative, virtual assistant, recruiting, or bookkeeping role.
  • Technical Skills: Proficiency in QuickBooks, Microsoft Office 365/Google Workspace. Familiarity with CRM platforms, Slack, ATS, and Zoom.
  • Communication: Excellent command of English, both written and verbal.
  • Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
  • Problem-Solving: Independent problem solver with innovative solutions.
  • Professionalism: Strong work ethic, attention to detail, and the ability to work independently.
  • Adaptability: Flexible to work across different time zones and able to adjust to evolving business needs.

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