Virtual Assistant (Part Time)

1. Build & Manage the Business Project Management System

One of your first priorities will be to review how the business currently operates and create a central project/task management system that works for ML Interior Design and The Design Club.

This may involve assessing existing tools such as Dubsado, Programa, Google Drive and other systems and determining what should be used for what.

You will:

• Create a central project management system
• Establish project stages and workflows
• Create task lists and recurring tasks
• Create clear ownership for tasks
• Set deadlines and follow-up dates
• Create a central “Waiting On” system
• Track client approvals and outstanding information
• Track supplier actions and outstanding quotes
• Monitor project progress
• Identify bottlenecks before they become problems
• Maintain the system so it remains accurate and useful
• Continually improve workflows as the business grows

The goal is that Melissa can open one dashboard and immediately understand:

What is happening?What needs my attention?What is overdue?What are we waiting on?What needs to happen next?

You will be responsible for keeping this system alive and up to date.

2. Be Melissa's Organisational Right Hand

A major part of this role is helping Melissa stay organised and focused.

You will help manage:

• Weekly priorities
• Daily priorities
• Upcoming deadlines
• Meetings
• Follow-ups
• Outstanding decisions
• Project deadlines
• Personal action items relating to the business
• Business opportunities
• Important reminders
• Recurring tasks
• “Don't forget” items

You will proactively identify when something is slipping and bring it to Melissa's attention.

Rather than waiting for Melissa to say:

“Can you remind me about this?”

You should already have it on your radar.

You will help Melissa move from remembering everything herself to having a reliable system that remembers it for her.

3. Inbox Management & Email Systems

Inbox management will be a significant part of this role.

The objective is to transform Melissa's inbox from a constant source of interruption into a managed workflow.

You will:

• Review and triage the inbox
• Organise emails using folders, labels and categories
• Archive and remove unnecessary emails
• Identify emails requiring Melissa's attention
• Respond to emails that fall within your authority
• Draft responses for Melissa where required
• Convert emails into tasks
• Assign follow-up dates
• Follow up outstanding emails
• Maintain a “Waiting On” list
• File important attachments
• Ensure project information is added to the appropriate system
• Monitor unanswered client and supplier emails
• Flag urgent or sensitive matters
• Create and maintain email templates
• Identify opportunities to automate repetitive communication

You will establish a clear inbox framework such as:

MELISSA TO RESPONDRequires Melissa's expertise, decision or personal response.

VA TO RESPONDCan be handled using existing processes or templates.

VA TO ACTIONRequires an administrative task or follow-up.

WAITING ONSomeone else needs to respond or provide something.

FYI / FILENo action required.

The aim is for Melissa to stop living in her inbox.

4. Client & Project Coordination

You will help keep interior design projects moving from enquiry through to completion.

Responsibilities may include:

• Maintaining project information
• Managing project timelines
• Creating project tasks
• Scheduling meetings
• Sending reminders
• Preparing meeting information
• Following up outstanding client information
• Following up approvals
• Tracking revisions
• Monitoring project deadlines
• Coordinating information between Melissa, clients, suppliers and the team
• Preparing project status updates
• Maintaining project folders
• Ensuring documentation is filed correctly
• Identifying potential delays or bottlenecks

You will not be responsible for making design decisions, but you will ensure the administrative process surrounding those decisions keeps moving.

5. Supplier & Procurement Administration

You will assist with the operational side of product procurement and supplier communication.

This may include:

• Requesting quotes
• Following up quotes
• Requesting trade pricing
• Checking lead times
• Requesting samples
• Following up outstanding supplier information
• Tracking orders

Pay: Php15,000.00 - Php17,000.00 per month

Application Question(s):

• Do you have experience using Dubsudo?
• How many years of Virtual Admin Assistant do you have?

Work Location: Remote