Admin Virtual Assistant

2 days ago

Ayala Alabang, National Capital Region, Philippines Integrated Office Solutions Inc. Full time ₱1,500,000 - ₱3,000,000 per year
About the job Admin Virtual Assistant

Unleash Your Talents with Us

Hi there, our future Admin Virtual Assistant Happy to see YOU here.

Here at Integrated OS, you'll be part of a team of passionate individuals who are committed to delivering exceptional offshoring services. Bringing in an array of skills and talents from different areas of business from Finance, Human Resources, Information Technology, Customer Service, and Marketing to Sales and Operations.

From humble beginnings, we have built our company from our first team member onwards. Initially, we were lending support to an Australian print manufacturer - The Lamson Group.

Since then, we have continued to uphold our core values and culture and developed a deeper understanding of how people need help to succeed in their goals. And YOU might be a part of this amazing growth as our team keeps growing above all expectations

What youll do:

This role will support the Operations Lead and Principal Adviser/Owner. You will own day-to-day admin, CRM hygiene, documentation and reporting, triage a central inbox, and keep client work moving so Joyce and Karen can focus on advice, clients, and growth.

Key responsibilities for this role include:
  • Task & Workflow Management
    • Start the day in Zoho: review due/overdue tasks; plan daily priorities.
    • Create/assign/follow up tasks across multi-step workflows (e.g., proposals, implementations, follow-ups, renewals).
    • Maintain weekly task review cadence with Joyce; surface blockers early.
  • Email & Inbox Triage
    • Own the central client email (to be set up): read, categorise, and convert emails into Zoho file notes + tasks.
    • Action what can be actioned; allocate the rest (Joyce/Karen); confirm completion back to the client when appropriate.
  • CRM Hygiene & Data Entry (Zoho)
    • Create/maintain clients, referrals and deals; attach documents; keep file notes complete, dated and searchable.
    • Enforce naming conventions and data standards; keep next task always set.
  • Documentation & Compliance
    • Record complete file notes (who/what/when/attachments).
    • Maintain checklists/SOPs; help build process docs from screen recordings/voice notes (Scribe or similar).
  • Reporting & Visibility
    • Prepare routine reports (client progress, outstanding items, monthly service deliverables, follow up).
    • Keep simple dashboards/lists in Zoho that show work in progress for weekly review.
  • Follow-ups & Chasing
    • Proactively chase missing information/documents from clients/providers (email templates).
    • Set future-dated reminders for long-tail follow-ups (e.g., 16 months).
  • Proposals & Implementation Support
    • Use Ignition templates to prepare/send proposals; monitor acceptance; kick off implementation tasks.
    • Assemble and lodge forms to product providers (per SOPs); track to completion.
  • File Management
    • File to SharePoint (Data) and Zoho Drive; keep duplication minimal and locations consistent.
  • Light Marketing Support (as capacity allows)
    • Schedule simple Canva-based posts; support a basic content cadence for LinkedIn/Facebook/ Instagram. {{to confirm scope}}
  • Continuous Improvement
    • Suggest Zoho optimisations, templates, automations (with VA World support); help implement central email and phone/SMS routing improvements.
Technical Skills & Tools
  • Zoho CRM (tasks, notes, attachments, basic customisation, views/dashboards).
  • Microsoft 365 & SharePoint (file management, naming, versioning).
  • Teams, Email, WhatsApp (internal comms).
  • Ignition (proposal templates & sending).
  • Canva (nice-to-have for simple social assets).
  • Process tools: screen capture / Scribe / SOP writing.
  • Time/desktop activity reporting (VA World agent).
  • Nice-to-have: basic understanding of financial services admin in Australia; comfort with PII handling and compliance workflows.
Successful candidates must have:
  • 2-4+ years in operations/admin, preferably in financial services or similarly regulated environment.
  • Demonstrated Zoho experience (or strong CRM experience plus the ability to translate quickly).
  • Experience working remotely with measurable outputs and a daily structure.
  • Excellent written English (clear, respectful, complete file notes; emails suited to older clients preferences).
  • Exposure to Australian compliance expectations (privacy, documentation) is highly regarded.
Work Arrangements:
  • Schedule: 6:00 AM - 3:00 PM (Philippine Time)
  • Work Setup: On-site - Be part of a collaborative and energetic team in a professional office environment.
  • Location: Parkway Corporate Center, Alabang, Muntinlupa City
What's in it for YOU?
At Integrated OS, we create career opportunities where you can thrive, grow, and make an impact.
  • Competitive Salary & Benefits: Be rewarded for your expertise and dedication.
  • Career Growth & Development: Work alongside international clients and gain valuable experience.
  • Work-Life Balance: Our innovative activities, open communication channels and commitment to incclusivity make everyday exciting and rewarding
  • Collaborative & Supportive Environment: Be part of a passionate team that values innovation and teamwork.
Your seat awaits Be part of our thriving team and CLICK APPLY

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