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