Operations VA

Job Summary:
We have room for a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our daily internal operations and manage routine finance tasks. Spreadsheets are at the center of this role, so accuracy matters here above almost everything else: you’ll work with client records, invoices, and financial data where a single wrong number carries real consequences.

You’ll partner closely with management, keep our internal systems clean and up to date, and help our daily operations run without friction.

This is an excellent opportunity for someone eager to grow fast, take on more and more responsibility, and build a long-term role in a fast-growing company.

Key Responsibilities:

Operations and Administration

• Publish and manage job posts on multiple platforms
• Manage the administrative side of new client onboarding, including drafting and sending onboarding emails, collecting required details, and setting clients up correctly in our systems
• Send clear, professional client emails as part of ongoing account administration
• Keep VAs and internal team members informed about updates, schedules, and processes
• Run tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and ensuring nothing gets missed
• Keep Airtable records current: adding new records, keeping fields accurate and complete, and keeping data consistent across bases
• Produce and maintain daily reports and operational trackers
• Assist senior management with administrative and operational tasks
• Help refine internal workflows and processes over time

Finance Support

• Prepare, send, and record client invoices, and follow each one through to payment
• Record new clients and their billing details accurately in our invoicing and finance systems
• Keep finance trackers and records in Excel and Google Sheets up to date
• Help reconcile payment platforms against internal records each month
• Support payroll preparation by gathering, checking, and organizing the required data
• Follow up professionally on outstanding or overdue payments
• Keep receipts, confirmations, and supporting documents organized
• Bring discrepancies, missing data, or unusual items to management’s attention promptly

Mandatory Requirements:

• Strong hands-on experience with Excel and Google Sheets - MUST. You should be comfortable with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them
• Exceptional attention to detail and a very high standard of accuracy. The role deals with numbers, invoices, and client records, and mistakes are costly
• Excellent written and verbal English communication skills - MUST
• Ability to write clear, professional client-facing emails without help
• Strong organizational skills and the ability to handle several ongoing tasks without losing track of details
• Ability to multitask and balance priorities in a fast-paced environment
• Discretion and dependability with confidential client and financial information
• Stable internet connection
• Good-quality camera and microphone for meetings and calls
• A professional, proactive, and trustworthy work ethic

Preferred Skills:

• Previous experience as a Virtual Assistant
• Experience with Asana or similar project management tools
• Experience with Airtable or similar database tools
• Experience with bookkeeping, invoicing, payroll support, or accounts receivable
• Familiarity with online job platforms, CRM tools, or payment platforms

Growth Opportunity:
This role is meant for someone who wants to grow alongside the company. You’ll begin with core operations, client administration, and routine finance tasks, then take on more responsibility quickly based on performance, reliability, and initiative. High performers will have the chance to step into more senior operational, coordination, or finance roles.

Why Join Us?

• Remote role in a structured, professional work environment
• Long-term opportunity with room to grow quickly
• Work with an international team in the recruitment and VA placement industry
• Develop valuable skills across operations, client administration, finance, and business systems

If you’re organized, accurate, detail-obsessed, and ready to grow with a dynamic company, apply now and help us scale our operations to the next level!