Executive Administrative Assistant

3 days ago

Los Angeles, Central Visayas, Philippines OnlineJobs Full time ₱20,000 - ₱30,000 per year

Client Summary
Vesti, a Los Angeles-based artisanal sandwich business, creates premium Italian-style sandwiches on focaccia bread. Serving retailers, corporate catering, and contract food service clients, Vesti processes 7–8 daily orders, including retail deliveries, large recurring contracts (e.g., 150 sandwiches daily for a key client), and occasional catering requests.

Context and Outsourcing Opportunity
With the departure of their executive administrator, who managed back-office tasks for the past six months, Vesti aims to enhance efficiency by outsourcing administrative and production support. This transition provides an opportunity to implement a cost-effective solution to streamline operations.
Role Responsibilities
The outsourced agent(s) will manage the post-sales order process, while the primary sales agent continues to handle sales. The agent(s) will be responsible for:

Invoicing for Customer Order Requests
Generate and send invoices for customer order requests, ensuring accuracy and alignment with order details. This includes changes to standing orders and the ability to receive last minute requests, acknowledge, and confirm with the production team.

Calendar Management
Schedule order-related events in Google Calendar, including specific calendar invites for catering and wholesale orders.

Attach PDF invoices to corresponding calendar events for documentation and easy reference.

Production Spreadsheet Updates
Input order details into a centralized Google Sheets production tracker used by the kitchen team to monitor daily quantities and sandwich varieties.

Involves copying and pasting order details into a unified document.

Ensuring Timely Invoice Payments
Monitor invoice payment statuses and follow up with clients to ensure payments are received on time.

Escalate overdue invoices to Chris or relevant stakeholders for further action.

Potential Future Responsibilities
Monitor emails for order-related inquiries (initially minimal).

Manage inbox and handle basic customer communications as the agent gains familiarity.

Provide additional administrative or operational support based on Vesti's evolving needs.

Tools & Platforms
Square: For POS, invoicing, and financial tracking.

Google Calendar: For order scheduling, catering/wholesale invites, and invoice storage.

Google Sheets: For production tracking and packing sheet creation.

Slack: For internal team communication.

Gmail: For monitoring incoming order-related emails and payment follow-ups.

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