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 deadli