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