Administrative Support Specialist

9 hours ago

Batangas, Calabarzon, Philippines beBeeVirtual Full time ₱5,760,000 - ₱6,480,000
Job Overview

We are seeking a highly organized and proactive professional to support our business as we scale into new markets. As a Virtual Assistant, you will manage communications, streamline systems, handle scheduling, invoicing, and compliance, and work closely with leadership to drive efficiency and growth.

Key Responsibilities
  • Manage and triage multiple email inboxes for client and executive communication
  • Generate quotes and invoices using job management software, ensuring accurate job costing and timely billing
  • Schedule jobs and coordinate resources to optimize crew efficiency and minimize travel time between sites
  • Manage accounts receivable processes, including follow-up on outstanding invoices to reduce aging by 30%
  • Coordinate with project managers on project administration and resource allocation
  • Organize and maintain all job documentation, compliance records, and safety requirements
  • Support transition from paper-based safety documentation to digital systems
  • Create and maintain Standard Operating Procedures (SOPs) for all business processes
  • Maximize utilization of job management software features and ensure best practices across the platform
Requirements
  • Strong experience with operations or administration in a related industry
  • Proficiency with job management software and technology adoption
  • Excellent written and verbal communication skills for client-facing interactions
  • Experience with invoicing, accounts receivable, and basic financial administration
  • Strong organizational skills and attention to detail for compliance documentation

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