Administrative and Finance Assistant

vamasters, Inc.; Himamaylan; Remote; PHP 391,000 - 614,000; Full time

Benefits offered by this job

Remote work

Growth opportunities

International team

Job summary

vamasters, Inc. is expanding its team to hire a highly organized Operations and Finance Support Virtual Assistant. The role focuses on handling client records, invoices, and financial data with accuracy, while supporting daily operations and onboarding processes for clients.

The position offers growth into senior operational or finance roles within a fast-growing company. Remote role with tasks spanning Excel/Google Sheets-heavy finance work, client communications, and process improvements.

Qualifications

• Advanced Excel and Google Sheets skills.
• Excellent written and verbal English communication.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Discretion and reliability with confidential information.

Responsibilities

• Publish and manage job posts on multiple platforms.
• Prepare and send onboarding emails, gather required information.
• Send professional client emails and manage account communications.
• Manage tasks and workflows in Asana; assign owners and track status.
• Maintain records in Airtable; ensure data consistency.
• Prepare daily reports and operational trackers.
• Assist with payroll processing and invoicing tasks.

Skills

Excel

Google Sheets

Attention to detail

English communication

Asana

Airtable

Data entry

Tools

Asana

Airtable

Job description

Job Summary:
We're expanding our team with a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our daily internal operations and take care of routine finance tasks. This role is heavily spreadsheet-based, so accuracy outweighs almost everything else: you'll handle client records, invoices, and financial data where one wrong number has real consequences.
You'll work closely with management, keep our internal systems clean and current, and help daily operations run smoothly.
This is an excellent opportunity for someone who wants to grow quickly, take on increasing responsibility, and build a long-term role in a fast-growing company.

Key Responsibilities:

Operations and Administration

• Publish and manage job posts on multiple platforms
• Handle the administrative side of new client onboarding, including preparing and sending onboarding emails, collecting required information, and setting clients up correctly in our systems
• Send clear, professional emails to clients as part of ongoing account administration
• Communicate with VAs and internal team members about updates, schedules, and processes
• Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing slips
• Maintain records in Airtable: adding new records, keeping fields accurate and complete, and keeping data consistent across bases
• Prepare and update daily reports and operational trackers
• Support senior management with administrative and operational tasks
• Help improve internal workflows and processes over time

Finance Support

• Prepare, send, and record client invoices, and track each one until it's paid
• Record new clients and their billing details accurately in our invoicing and finance systems
• Maintain and update finance trackers and records in Excel and Google Sheets
• Assist with monthly reconciliation of payment platforms against internal records
• Support payroll preparation by collecting, checking, and organizing the required data
• Follow up professionally on outstanding or overdue payments
• Keep receipts, confirmations, and supporting documentation organized
• Flag discrepancies, missing data, or unusual items to management right away

Mandatory Requirements:

• Strong hands-on experience with Excel and Google Sheets - MUST. You should be comfortable with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them
• Exceptional attention to detail and a very high standard of accuracy. This role involves numbers, invoices, and client records, and mistakes are costly
• Excellent written and verbal English communication skills - MUST
• Ability to write clear, professional client-facing emails on your own
• Strong organizational skills and the ability to manage multiple ongoing tasks without losing track of details
• Ability to multitask and manage priorities in a fast-paced environment
• Discretion and reliability when handling confidential client and financial information
• Stable internet connection
• Good-quality camera and microphone for meetings and calls
• Professional, proactive, and reliable work ethic

Preferred Skills:

• Previous Virtual Assistant experience
• Experience with Asana or similar project management tools
• Experience with Airtable or similar database tools
• Experience with bookkeeping, invoicing, payroll support, or accounts receivable
• Familiarity with online job platforms, CRM tools, or payment platforms

Growth Opportunity:

This role is designed for someone who wants to grow with the company. You'll start with core operations, client administration, and routine finance tasks, then take on more responsibility quickly based on performance, reliability, and initiative. High performers will have the opportunity to move into more senior operational, coordination, or finance roles.

Why Join Us?

• Remote role in a structured, professional working environment
• Long-term opportunity with room for rapid growth
• Work alongside an international team in the recruitment and VA placement industry
• Build valuable skills across operations, client administration, finance, and business systems