Virtual Assistant - Full-Time Administrative Assistant & Bookkeeping Support

Core Responsibilities:

A. Bookkeeping & Invoice Administration

The VA will provide administrative bookkeeping support, including:

• Uploading supplier invoices into Xero
• Uploading invoices through Hubdoc
• Uploading and recording invoices in the company's internal system
• Organising invoice documentation
• Ensuring invoices are correctly filed and recorded
• Checking invoice information for completeness
• Maintaining organised digital financial records
• Following established invoice processing procedures
• Assisting with invoice-related administrative tasks
• Flagging discrepancies or missing information for management review
• Following up on missing documentation where required

Important: The VA will work according to Elac Group's existing bookkeeping processes and will escalate matters requiring accounting or management decisions.

B. Administrative Support

The VA will assist with the day-to-day administration of the business.

Email Management

• Monitoring the general/company inbox
• Organising incoming emails
• Categorising and prioritising emails
• Responding to routine administrative enquiries
• Forwarding emails to the appropriate team member
• Following up outstanding emails
• Maintaining organised email records
• Monitoring important requests and deadlines

Calendar Management

• Scheduling appointments and meetings
• Managing calendars
• Coordinating meeting times
• Sending calendar invitations
• Updating appointments
• Monitoring upcoming commitments
• Sending reminders where required
• Helping prevent scheduling conflicts

Office Administration

• Ordering office supplies
• Monitoring office supply requirements
• Coordinating supplier orders
• Maintaining records of office purchases
• Organising administrative documents
• Data entry
• Spreadsheet updates
• General office administration

Pay: From Php40,000.00 per month

Work Location: Remote