VA Admin Support

2 weeks ago

Manila, National Capital Region, Philippines 413c227b-d102-4885-8dbf-abb5e7373575 Full time ₱250,000 - ₱500,000 per year

About Our Client

Our client is a consulting and vendor partner of Pinx Catering, a full-service catering company serving corporate and private clients in the U.S. The company handles food catering, bar service, and events management. This role will directly support business development by managing day-to-day administrative tasks, proposal preparation, and client communication.

About the Role

We are seeking a highly organized and detail-oriented VA Admin Support / Outreach Coordinator (Catering & Bar Services) to handle 80–90% of administrative workload, including proposal preparation, client email communication, CRM updates, lead nurturing, invoicing assistance, and coordination with event partners.

This role requires excellent communication skills, strong admin background, and the ability to work independently while collaborating closely with the CEO.

Responsibilities

Client Communication & Admin Support (Primary Function)

  • Manage 10–20 inbound emails daily through a company email provided by the CEO
  • Respond to inquiries, gather event details (date, time, headcount, menu type, etc.).
  • Maintain professional, friendly communication on behalf of CEO.
  • Assist with invoicing tasks (triggering payment link requests, sending reminders).

Proposal & Menu Management (TPP – Total Party Planner)

  • Create, edit, and update event proposals inside TPP.
  • Format menus based on existing templates and client revisions.
  • No upselling required; focus on accuracy and fast turnaround.
  • Organize and input data based on client requirements.

Training on TPP will be provided.

CRM Management –

  • Update sales pipelines, lead status, and tasks.
  • Maintain clean and accurate CRM data.
  • Automation building or dashboard creation is a plus.

Outreach & Lead Nurturing

  • Send 5–20 cold outreach emails per day.
  • Use existing email scripts (with ability to adjust upon approval).
  • Nurture leads, follow up on warm prospects, and schedule meetings.
  • Use of Apollo (or similar tools) for cold email campaigns.

Coordination with Event Partners

  • Communicate with venues, hotels, vendors, or partner services as needed.
  • Track follow-ups and ensure all event requirements are documented.

General Admin & Organization

  • Assist CEO in daily task organization and time management.
  • Provide daily or weekly task updates.
  • Maintain structured files, notes, and client records.

Qualifications

  • 1 – 2 years' experience in Virtual assistance, Admin/Operations, Customer service, Sales support
  • Strong English communication skills — both written and verbal.
  • Tech-savvy; able to learn software quickly.
  • Experience with any of the following is a plus , Asana, Click Up, Trello, TPP, Flex Catering, Spoon-Fed Monkey, CaterTrax, Apollo or other outbound email tools)
  • Highly organized, proactive, detail oriented.
  • Experience in catering, restaurant, or food service is a plus, not required.

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