[100% WFH] Virtual Assistant

AMPED HQ PTY LTD; Taguig; Remote; PHP 391,000 - 614,000; Full time

Benefits offered by this job

Permanent WFH setup

HMO coverage

Gym and education allowance

Generous leave plan

Bonuses and career advancement

Job summary

Amped HQ is seeking a highly organized Virtual Assistant (Office Administrator) to join a growing residential painting business operating remotely. You will manage day-to-day operations, scheduling, invoicing, payroll prep, and communications from home, with a focus on accuracy and reliability.

This role is fully remote, requires independent work, strong communication, and the ability to align with New Zealand time.

Qualifications

• Proven experience in general office administration, accounts management, or operations support.
• Familiarity with job scheduling platforms (e.g., Fergus), calendar management, and cloud software.
• Experience handling accounts receivable/payable, invoice processing, and weekly payroll preparation.
• Equipped for a fully remote, work-from-home setup with reliable internet.
• Available to work productively aligning with New Zealand time.

Responsibilities

• Manage the team's master schedule in Fergus, allocating residential repaint and new-build projects based on plans.
• Keep the Fergus calendar updated reflecting job movements, delays, or scope changes.
• Ensure painters and site workers receive clear job information and have client details.
• Set up new client accounts and maintain accurate job records in Fergus.

Skills

General office administration

Accounts management

Operations support

Calendar management

Accounts receivable/payable

Remote work setup

New Zealand time alignment

Tools

Fergus

Xero

Job description

About Us

At Ramp Remote (previously Amped HQ), we’re on a mission to connect top talent with opportunities that drive real impact. We’re constantly expanding our global network, seeking the best and brightest to join our team and contribute to our partners’ success.

With industry-leading partner and employee retention, Ramp Remote (previously Amped HQ) is redefining what outsourcing can be. We focus on building genuine relationships, delivering meaningful results, and fostering growth both professionally and personally, in a fun, supportive environment.

Our core values, People First, Innovation, and Growth, guide everything we do. Here, you’ll collaborate closely with senior management, gain access to powerful tools and resources, and enjoy the freedom to upskill in areas that excite you.

About the Role

We are seeking an organised, independent, and proactive Virtual Assistant (Office Administrator) to join a growing residential painting business specialising in high-quality repaints and new residential builds.

In this role, you will serve as the administrative backbone of the company, managing day-to-day operations, job scheduling, invoicing, payroll preparation, and communications. Because this is a 100% work-from-home position, trust, clear communication, and self-motivation are essential to keeping the team running smoothly.

Responsibilities

1. Job Scheduling & Calendar Management

• Manage the team's master schedule in Fergus, allocating residential repaint and new-build projects based on agreed plans.

• Keep the Fergus calendar accurately updated to reflect job movements, delays, early completions, or scope additions.

• Ensure painters and site workers receive clear job information, including site addresses, client contacts, and special instructions.

• Set up new client accounts and maintain accurate job records in Fergus.

2. Invoicing & Accounts Support

• Process and allocate supplier invoices to correct jobs in Fergus to ensure accurate job costing.

• Monitor customer invoicing, ensuring completed or approved jobs are billed promptly (within 24–48 hours).

• Issue client invoices, follow up on outstanding accounts professionally, and elevate overdue or disputed accounts to the Owner.

• Assist with setting up new trade accounts with suppliers.

3. Payroll Preparation & Administration

• Collect, review, and verify weekly staff timesheets and hours.

• Proactively follow up with painters regarding missing or unclear time records.

• Finalise accurate payroll hours every Thursday for seamless processing.

• Ensure hours are correctly allocated to individual jobs before payroll is processed.

4. Communication & General Administration

• Manage business email inboxes, responding to routine inquiries and prioritizing urgent matters for the Owner.

• Maintain organized digital files for supplier accounts, client records, invoices, and compliance documentation.

• Maintain regular contact with the Owner and team regarding scheduling updates, client matters, and administrative bottlenecks.

Requirements

Candidate Profile & Qualifications

• Proven experience in general office administration, accounts management, or operations support.

• Familiarity with job scheduling platforms (e.g., Fergus), calendar management, and cloud software.

• Experience handling accounts receivable/payable, invoice processing, and weekly payroll preparation.

• Equipped for a fully remote, work-from-home setup with reliable internet.

• Available to work productively aligning with New Zealand time.

• Independent, self-motivated, and capable of managing tasks without constant supervision.

• Highly organized with strict attention to detail and strong task prioritization.

• Professional communication skills, with confidence in following up with clients, suppliers, and team members.

• Trustworthy and discreet when handling sensitive financial, business, and payroll data.

• Reliable, punctual, and committed to accuracy and high-quality output.

Growth & Development

Our client values continuous learning and supports professional development. Opportunities include:

• Paid training in Fergus, Xero, payroll systems, accounts administration, and health/safety processes.

• Career path progression as the business expands—with potential to step into roles such as Office Manager, Operations Coordinator, or Accounts Administrator.

Benefits

Why You’ll Love Working Here

At Amped HQ, your growth, well-being, and success come first. We offer a high-impact, collaborative environment where your voice is heard and your achievements are celebrated.

• Flexibility & Setup: Permanent WFH setup with complete equipment provided from day one.

• Health & Wellness: HMO coverage, comprehensive government mandates, and a generous annual support for gym and education.

• Work-Life Balance: Generous leave plan including vacation, sick, mental health, and birthday leaves, plus monthly gratitude events and incentives.

• Growth & Rewards: Competitive salary package, annual transparent performance appraisals, bonuses and clear pathways for career advancement with direct access to senior leadership.

Join us at Amped HQ and be part of a team that values your growth, celebrates your achievements, and supports you every step of the way. Together, we’ll achieve more and have fun doing it!