Virtual Administrative Assistant

This is a remote position.

Philippine-based Filipino Applicants.

This role provides high-level executive, operational, and digital support to the Director and broader team. It involves managing emails, calendars, and business systems, while also supporting customer service, social media, website maintenance, and general admin functions.

Key Responsibilities:

Executive & Admin Support

• Manage the Director's email and calendar daily

• Prioritise daily actions for Director and team (where required)

• Schedule meetings, appointments, and follow-ups

• Travel & Logistics

• Create and maintain internal SOP documentation

• Daily task prioritisation for MD & Team

• Document control & digital file management

• Customer and supplier onboarding processes

• Maintaining and updating SOP documentation

Customer Order & Accounts Management

• Receive delivery dockets and fulfil sales orders

• Email invoices to customers from POS & Xero

• Match purchase invoices and delivery dockets

• Maintain price lists and product codes in REX / Website

• Monitor outstanding sales orders monthly, purchase orders etc

Supplier and Inventory Admin

• Create and update Supplier accounts in REX

• Generate and receipt purchase orders

• Maintain logs for vehicle registration, fuel, and servicing

Financial Administration

• Process invoices using Retail Express (REX) to Hubdoc / Xero

• Monitor customer payments and clearing discrepancies if needed

Marketing & Website Support

• Update product listings on the website

• Software platform updates (CRM, websites)

• Post monthly / weekly / seasonal promotions or content via newsletters or blogs

• Social media content scheduling and reply where required

• Website product updates, blog upload, or basic WordPress changes

• Managing our Google Business Profile (responding to reviews, hours updates)

• Email newsletter design using Mailchimp  or equivalent

• Online promotion tracking and reporting

Miscellaneous & Internal Support

• Assist management and staff with ad-hoc tasks

• Coordinate with suppliers and internal teams on follow-ups

• Work with team on developing a CRM specific for our business

• Maintaining client interaction logs

• Updating sales pipelines

• Following up on quotes and leads

• Creating follow-up task reminders in CRM

• Staff leave tracking and calendar updates

• Co-ordination or production reports – follow up with team members

• Logging team training completions

• Following up on document signoffs, policy reads, or onboarding tasks

Requirements
• Xero, Hubdoc, Retail Express (REX)

• Google Workspace (Docs, Sheets, Calendar)

• Social Media Management tools where required

• WordPress or eCommerce CMS knowledge (basic)

• CRM system understanding (nice to have)

• Excellent written and verbal communication

• High attention to detail & organisational skills

Work Environment & Expectations

While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment.

This role requires:

• Discipline and commitment to set working hours (strict shift times, not flexible)

• Use of time-tracking software during work hours

• Active participation in team and client calls with your camera ON

• Consistent availability and responsiveness throughout your shift

• Treating this as a long-term, full-time job—not a side gig or freelance task

 Payroll is processed bi-monthly.
We're looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity. If you're seeking stability and a team that appreciates reliability, we'd love to hear from you.

Benefits 1. Monthly Salary: Php 35,000
2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
3. You will be paid extra for overtime and Philippine public holidays
4. Probation: 6 months and after Probation
days annual leave credits
days of sick leave
5. HMO Offered after 6-months' probation
6. Eligible for 13th Month Pay after 30 days
7. Annual Salary Review
8. Laptop provided after 30 days
9. Permanent work-from-home role. You will have to use your own internet.
10. SHIFT TIMES: 6AM to 3PM Philippine time, Monday to Friday

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