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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
Sourced from Himalayas. Confirm the details and apply on the employer's site.
