Virtual Operations Assistant

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.

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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.