Admin & Data Entry VA

vamasters, Inc.; Mandaluyong; Remote; PHP 335,000 - 469,000; Full time

Job summary

vamasters, Inc. is seeking a highly organized Operations & Administrative Virtual Assistant to support a growing custom apparel business remotely.

The role encompasses order intake, production tracking, and client record management where accuracy directly affects costs and timelines. You will manage invoices, calendar schedules, CRM updates, and project boards, while ensuring records are accurate across systems and shipments stay on track.

Qualifications

• Detail-oriented with proven admin/ops experience.
• Strong organizational skills managing multiple moving parts.
• Experience with data entry and CRM/project-management tools.
• Excellent written and verbal English communication.
• Independent, proactive, able to work solo with minimal instruction.

Responsibilities

• Complete client and production forms with high accuracy.
• Support production workflows from intake to delivery.
• Track materials, shipments, and inventory.
• Update CRM and project boards with client orders and status.
• Keep records accurate across internal systems.
• Enter invoices and track payments and follow-ups.
• Manage calendar and book meetings; keep deadlines on track.
• Draft replies, monitor inbox, and handle client follow-ups.
• Keep team to-do lists organized and fix workflow gaps.
• Assist with e-commerce order updates as needed.

Skills

Attention to detail

Administrative & operations experience

Organizational skills

Data entry & CRM tools

English communication

Independent / self-motivated

Problem solving

Tools

Monday.com

QuickBooks Online

Shopify

Job description

Job Summary

We're in pursuit of a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. The role sits at the core of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are all moving at the same time and accuracy carries real financial weight. You'll be a great fit if you work independently, catch problems before they surface, and simply take care of things.

Key Responsibilities

• Complete detailed client and production forms with total accuracy
• Support production workflows from order intake to final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Update the CRM and project boards with client details, 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, book 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 gets missed
• Spot workflow gaps and fix 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 costly
• 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
• Careful, organized, and able to work solo 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
• Previous experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Ability to handle several projects at once

Why Join Us

This role has a real growth path. It starts with a deliberately defined scope, and we intend to expand it for the right person as they prove capable. None of the work is filler: every form, shipment, and record you handle directly affects production and client satisfaction. We value initiative and ownership, and you'll be trusted to run your own workflows instead of waiting for instructions.