WFH - General Admin & Operations Assistan

2 days ago

Manila, National Capital Region, Philippines d7c2afcd-8e86-4d00-9b26-fbb62dfb5e8e Full time ₱120,000 - ₱240,000 per year

Overview:

We are seeking a proactive and highly organized Virtual Assistant to support multiple business areas, including salon operations, e-commerce, coaching/personal brand, and finance. The role requires someone who can manage competing priorities, maintain accurate records, and ensure smooth workflows. Candidates with salon, spa, or beauty industry experience will be highly regarded.

Job Highlights:

  • Work Schedule: Monday to Friday, 8:00 AM – 12:00 PM Sydney time (20 hours/week)
  • Hourly Rate: 300
  • Work Arrangement: Permanent work-from-home
  • Contract: Independent Contractor
  • Immediate Start

Key Responsibilities:

General Admin & Organisation

  • Manage inbox and email filing (primarily the owner's inbox).
  • Organize Google Drive and maintain file management systems.
  • Upload and track invoices, receipts, and supplier documents.
  • Maintain spreadsheets for stock, expenses, and supplier tracking.
  • Conduct research tasks (packaging suppliers, venues, partnerships, etc.).
  • Provide weekly summary of pending tasks, payments, and deadlines.

Salon Operations (Studio Tuesday)

  • Update rosters, meeting notes, and internal documents.
  • Keep SOPs, staff policies, and training booklets up to date.
  • Track stock orders, deliveries, and salon back-end data.
  • Format training materials and onboarding docs in Canva/Google Docs.
  • Compile staff and client KPI reports from Phorest.
  • Liaise with salon staff to ensure smooth operations and timely updates.
  • (Preferred) Apply industry knowledge to improve workflows and support the team effectively.

Hair Extensions Brand (E-Commerce)

  • Upload/update Shopify product listings, photos, and descriptions.
  • Track inventory and liaise with suppliers.
  • Manage influencer/PR sendouts (log content and results).
  • Assist with wholesale or stockist inquiries.
  • Maintain packaging, product, and supplier databases.

Personal Brand & Coaching

  • Upload and maintain digital products (Stan Store / Kajabi).
  • Format documents, guides, and slide decks.
  • Manage course and email automation updates.
  • Track sales, testimonials, and student feedback.
  • Repurpose or upload podcast and content materials.

Finance & Reporting

  • Upload receipts and invoices into Xero folders.
  • Record income and expenses.
  • Track outstanding invoices and payments.

Staff Coordination

  • Maintain HR folders and onboarding/offboarding documents.
  • Track staff birthdays, performance reviews, and compliance renewals.
  • Update internal team contact and leave records.

Tools & Platforms:

  • Gmail, Google Drive, Google Calendar, Google Sheets
  • Phorest (salon management system)
  • Xero (accounts & payroll)
  • Canva (design & brand templates)
  • Shopify (e-commerce)
  • Stan Store / Kajabi (digital products)
  • Notion
  • Instagram & TikTok (reference only – content creation managed separately)

Candidate Profile:

  • Proven experience in administration, operations, or virtual assistance
  • Experience in the salon, spa, or beauty industry (preferred)
  • Highly organized with strong attention to detail
  • Comfortable working across multiple projects and stakeholders
  • Tech-savvy and confident in learning new platforms quickly
  • Strong communication and written English skills
  • Proactive, reliable, and able to work independently with minimal supervision

Independent Contractor Perks:

  • Permanent work-from-home
  • Immediate hiring
  • Steady freelance job

Job Code: ZR_29552_JOB

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