Customer Focused Admin Assistant | Part-time | P25,000

Schedule: Daily, Day Shift 

Rate: P25,000/Month

We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to join our client’s team on a full-time basis. This role is crucial for ensuring the smooth daily operation of our property maintenance business, focusing initially on administrative tasks and client communication, with a clear path to transitioning into essential bookkeeping responsibilities.

Key Responsibilities

Administration & Communication

• Managing daily inquiries, answering up to 24 phone calls per day, and maintaining a clear telephone voice.
• Performing accurate data entry for client records and inquiries.
• Providing accurate quoting for jobs using provided systems.
• Tracking and nurturing return customers to improve client retention.
• Keeping clients informed of changes in job schedules and sending notifications when teams are en route.

Scheduling and Calendar Management

• Scheduling jobs effectively, adjusting for cancellations, and ensuring accurate time slots.
• Organising job schedules to avoid overlaps and support optimising travel routes between job sites to minimise long travel times.
• Coordinating team schedules and informing clients of accurate job timing.

Lead Generation

• Researching and reaching out to B2B sales opportunities, especially with real estate agents.
• Assisting with MailChimp campaigns and keeping clients engaged through regular updates.
• Managing and updating lead information accurately.

Systemisation and Process Documentation

• Documenting and refining administrative processes to streamline workflows and improve efficiency.
• Utilising Asana to track and manage ongoing tasks and ensure accountability.
• Proactively identifying inefficiencies, researching better methods/tools, and suggesting improvements.

Future Transition to Bookkeeping

• A transition plan is in place to shift bookkeeping duties to the VA as ProFlo's operations stabilize. Once the transition begins, the VA will take on:
  • Cleaning up and maintaining financial records in Xero.
  • Managing invoicing, bill reconciliation, and payment tracking.
  • Generating financial reports and ensuring the business’s financial clarity.
  • Assisting in the full transition of financial records to cloud-based systems (Xero).

The Perks

• Philhealth contribution of P1200 per 6 months
• Birthday Gift Allowance P1,000
• Annual Leave Allowance (10 Days)
• Personal Leave Allowance (5 Days)
• Public holidays annually (10 Days)
• Fully remote position with dayshift work arrangement
• Comprehensive training materials and documented processes
• Work with high-profile clients and prestigious brands
• Supportive team environment with clear communication channels
• 100% remote work setup
• Access to documented systems and helpful training
• Friendly, supportive, no-drama team
• Long-term, stable opportunity