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.