Virtual Operations Assistant
注：仅在马尼拉市居住的申请人才会优先担任这一职位概述 我们正在寻找一个高度组织，主动和细节化虚拟执行助理来支持不断增长的现场服务业务的日常管理和运营功能。这个角色作为行政流程，安排，通信，薪酬支持，报告以及一般业务运作协调中心。关键责任 执行人员&行政支持 ·管理和维护执行收件箱，优先沟通并确保及时回应。· 组织，监控和减少邮件后备量，同时保持收件箱效率。· 制定，响应和跟踪客户，供应商和内部通信。·协调会议，约会和日程安排。· 开发和维护行政系统，程序和业务文档。·根据需要提供总裁和管理支持。运营规划与劳动力协调。· 计划和协调纠正工作，维修工作和服务约会。· 在技术人员和子承包商之间基于可用性，能力，地理位置和职位复杂度进行有效分配工作。· 优化安排，以最大限度地提高技术人员生产力和减少旅行停机时间。· 在墨尔本总部的员工和子承包商中协调工作分布。· 监测工作进展并协助重定时间，调整工作流程和任务分配。薪水表与管理支持。· 使用 Xero 处理薪水表和相关行政任务。· 保持准确的员工及承包商记录。· 帮助验证薪水表以及时表管理。报告 & 客户交付物件 · 从技术人员，子承包者和项目数据收集运营数据。· 编制，编译和提供客户报告和服务文档。· 保持准确的报告记录和追踪可交付的截止日期。沟通与利益相关者管理 ·作为管理层，实地团队，客户和子承包商之间的关键通信链接。· 关注未完成的行动，工作更新和客户请求。· 在必要时扩大运营问题，延迟或风险。一般业务支持 ·协助临时行政项目和运营举措。· 支持采购和采购活动 · 促进业务发展
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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