Admin & Data Entry VA

vamasters, Inc.; Canlaon; Remote; PHP 357,000 - 513,000; Full time

Job summary

vamasters, Inc. is seeking an Operations & Administrative Virtual Assistant to support daily activities in a growing custom apparel business. You will manage order intake, production tracking, and client records with a focus on accuracy and efficiency.

The role requires independent work, problem-solving, and ownership of workflows across forms, shipments, and records, with strong English communication and organizational skills.

Qualifications

• Exceptional attention to detail and accuracy in handling forms, orders, and records.
• Proven experience in administrative and operations support.
• Strong organizational skills with the ability to manage multiple moving parts.
• Comfortable with data entry and CRM or project-management tools.
• Excellent written and verbal English communication skills.
• Fast learner with sound judgment and initiative.

Responsibilities

• Complete client and production forms with high accuracy.
• Support production workflows from order intake to delivery.
• Track materials, shipments, and inventory.
• Update CRM and project boards with orders, shipments, and production status.
• Keep records accurate across internal systems.
• Enter invoices and financial data; track payments and follow-ups.
• Manage calendar, schedule meetings, and meet deadlines.
• Monitor inbox, draft replies, and handle client follow-ups.
• Organize team to-do lists to avoid gaps.
• Spot workflow gaps and resolve issues proactively.
• Assist with e-commerce order updates as needed.

Skills

Attention to detail

Administrative support

Organizational skills

Data entry

English communication

Self-starting

Independent worker

Tools

Monday.com

QuickBooks Online

Shopify

Job description

Job Summary:
There's an open role here for a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The role sits at the center of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are all moving at once and accuracy carries real financial weight. You'll suit this role if you work independently, catch problems before they surface, and simply get things done.

Key Responsibilities:

• Complete detailed client and production forms with full accuracy
• Support production workflows from order intake through final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Update the CRM and project boards with client information, orders, shipments, and production status
• Keep records accurate, complete, and current across all internal systems
• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Manage the calendar, schedule meetings, and keep deadlines on track
• Monitor the inbox, draft replies, send reminders, and handle client follow-ups
• Keep team to-do lists organized so nothing falls through
• Spot workflow gaps and resolve issues proactively
• Help with e-commerce order updates as needed

Mandatory Skills:

• Exceptional attention to detail and the ability to catch errors before they become expensive
• Proven experience in administrative and operations support
• Strong organizational skills and the ability to manage many moving parts at once
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Fast learner with strong common sense and sound judgment
• Steady, thorough, and self-starting without constant instruction

Preferred Skills:

• Experience with Monday.com or a similar CRM/project-management platform
• QuickBooks Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Prior experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Able to manage several projects without dropping any

Why Join Us:

This role has a real growth path. It begins with a deliberately defined scope, and the plan is to expand it for the right person as they prove capable. You won't be doing filler work: every form, shipment, and record you touch directly affects production and client satisfaction. We value initiative and ownership, and you'll be trusted to run your own workflows rather than wait for instructions.