Administrative & Operations Support Specialist

This is a remote position.

Administrative & Operations Support Specialist (Virtual Assistant)

Remote | Philippines | Full-Time Php 45,000 - 55,000/month | 8:00 PM – 5:00 AM PHT (8:00 AM – 5:00 PM ET) | Long-Term Remote Role

If you’re a high-performing administrative professional who thrives on operational efficiency, problem-solving, and working with a fast-growing US-based electrical contractor that values proactivity over simple task execution — keep reading.

This isn’t a role for a "task-taker" waiting for step-by-step instructions.

This is a focused, outcome-driven position where you’ll own the back-office engine, keep administrative operations moving smoothly, and use modern AI tools to enhance daily workflows.

Why This Is a Dream Job

You’ll be working directly with a prestigious USA-based Commercial Contractor player who:

• Champions Innovation:Operates a future-of-work, fast-growing company culture that encourages the use of AI tools like Claude and automations to streamline back-office tasks.

• Values Your Growth:Provides access to a dedicated Remote Workmate Client Success Manager (CSM) for ongoing coaching, onboarding support, and performance check-ins.

• Respects Your Expertise:Focuses on operational outcomes, proactivity, and strategic workflow improvements rather than micromanaged task lists.

• Builds Stability:Looking for a long-term team extension as the business scales, inclusive of a full-time engagement and health insurance benefits.

You’ll get career transformation, high-level visibility, and the freedom to optimize operations — without being stuck in a basic administrative rut.

What You’ll Be Owning This is a core administrative and operations leadership support role covering billing, purchasing, compliance, and client communications. You aren't just filing papers; you are organizing the operational infrastructure to ensure field staff and leadership are never slowed down by administrative bottlenecks.

You’ll take the lead on:

• Purchasing & Expense Management:Writing and submitting Purchase Orders (POs) and accurately allocating job numbers to materials, credit card charges, and expenses.

• Billing & Compliance:Managing service ticket billing, Certificates of Insurance (COI) requests, and outstanding invoice collections with letterhead-ready formatting.

• Payroll & Field Operations Support:Managing the weekly timecard review and collection process (ExakTime), scheduling coordination, and administrative tracking (e.g., parking violations).

• Sales Pipeline Maintenance:Keeping sales records and customer touchpoints accurate and up-to-date within HubSpot.

• Workflow Optimization & AI Integration:Proactively finding gaps in processes and implementing AI tools (Claude), templates, and automations to cut down manual back-office tasks.

• Client & Provider Communication:Serving as a clear, professional point of contact for external clients, vendors, and field teams.

Requirements

This Role Is a Great Fit If You:

• Are an Operational Owner:You don't just wait to be told what to do; you proactively learn workflows, identify bottlenecks, and propose practical improvements.

• Are Tech & AI-Adaptable:You are comfortable working across spreadsheets (Excel/Google Sheets), CRM systems (HubSpot), field platforms (ExakTime, Fieldwire), and AI tools like Claude.

• Are Comfortable with Ambiguity:You thrive in a fast-paced environment where priorities can shift and you can adapt effortlessly across tasks.

• Have 2+ years of experiencein office administration, virtual assistance, or back-office operations (experience in construction or skilled trades is a plus).

• Are High-Accountability:You manage multiple recurring deadlines—like payroll and billing—with zero missed targets, taking full ownership of your deliverables.

• Communicate with elite fluencyand professional confidence across written and verbal English.

What Success Looks Like

After 60–90 Days:

• The Engine is Fortified:You have taken full ownership of the recurring PO, billing, COI, and weekly payroll support processes with high accuracy and zero missed deadlines.

• Operations are Proactive:You are managing outstanding collections, vendor communications, and field schedules independently, surfacing issues before they become problems.

• Efficiency is Measured:You have identified and proposed at least one concrete workflow improvement (template, automation, or AI prompt workflow) that saves manual time.

• Trust is Earned:Leadership relies on your self-direction and reliability to run back-office administrative functions with minimal daily supervision.

Final Word If you’ve ever thought: "I am a world-class administrative professional who can keep complex operations moving, I just want a team that values my proactivity and strategic efficiency," this is that role.

Let’s build long-term success — together.