Virtual Operations Assistant

Note: Only applicants residing in Metro Manila will be prioritized for this role

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Virtual Executive Assistant to support the day-to-day administration and operational functions of a growing field services business. This role serves as the central point of coordination for administrative processes, scheduling, communications, payroll support, reporting, and general business operations.
Key Responsibilities
Executive & Administrative Support

- Manage and maintain executive inboxes, prioritizing communications and ensuring timely responses.

- Organize, monitor, and reduce email backlog while maintaining inbox efficiency.

- Draft, respond to, and follow up on client, supplier, and internal communications.

- Coordinate meetings, appointments, and calendar schedules.

- Develop and maintain administrative systems, procedures, and business documentation.

- Provide general executive and administrative support as required.

Operations Scheduling & Workforce Coordination

- Schedule and coordinate rectification works, maintenance jobs, and service appointments.

- Allocate work efficiently across technicians and subcontractors based on availability, capability, geographic location, and job complexity.

- Optimize scheduling to maximize technician productivity and minimize travel downtime.

- Coordinate work distribution across Melbourne-based staff and subcontractors nationwide.

- Monitor job progress and assist with rescheduling, workflow adjustments, and task allocation.

Payroll & Administration Support

- Process payroll and payroll-related administrative tasks using Xero.

- Maintain accurate employee and contractor records.

- Assist in payroll verification and timesheet management.

Reporting & Client Deliverables

- Gather operational data from technicians, subcontractors, and project records.

- Prepare, compile, and deliver client reports and service documentation.

- Maintain accurate reporting records and track deliverable deadlines.

Communication & Stakeholder Management

- Act as a key communication link between management, field teams, clients, and subcontractors.

- Follow up outstanding actions, job updates, and client requests.

- Escalate operational issues, delays, or risks when necessary.

General Business Support

- Assist with ad hoc administrative projects and operational initiatives.

- Support procurement and sourcing activities

- Contribute to business improvement projects and process optimization efforts.

- Take ownership of additional responsibilities as the role evolves with business growth.

Required Qualifications & Skills

- Minimum 3 years of experience in a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar role.

- Exceptional organizational and time-management skills.

- Strong written and verbal English communication skills.

- Ability to manage multiple priorities in a fast-paced environment.

- High attention to detail and strong problem-solving ability.

- Proficiency in Microsoft Office, Google Workspace, and cloud-based business systems.

- Experience using Xero or similar accounting/payroll platforms.

- Previous experience supporting Australian businesses.

- Experience with workforce scheduling, dispatching, or service coordination.

- Experience supporting field service, trades, facilities management, maintenance, or construction-related businesses.

- Ability to work independently while remaining highly collaborative.

Originally posted on Himalayas