Administrative and Finance Assistant

vamasters, Inc.; Malolos; Remote; PHP 526,000 - 1,053,000; Full time

Benefits offered by this job

Remote position

Long-term growth

International team

Skills development

Job summary

vamasters, Inc. is seeking an Operations and Finance Support Virtual Assistant to streamline internal operations and handle routine finance tasks.

The role emphasizes accuracy with client records, invoices, and financial data in spreadsheets. You will collaborate with management, keep systems clean, and help daily operations run smoothly while growing with the company and taking on increasing responsibilities.

Qualifications

• Proficient with Excel/Google Sheets including formulas, filters, data validation, pivot tables
• Excellent written and verbal English communication
• Strong organizational skills and ability to multitask
• Discretion with confidential client and financial data
• Stable internet and reliable setup for video calls

Responsibilities

• Publish and manage job posts across platforms
• Handle onboarding emails and client setup in internal systems
• Send professional client emails and manage account communications
• Coordinate with VAs and internal team on updates and schedules
• Manage tasks and deadlines in Asana; maintain Airtable records
• Prepare daily reports and operational trackers
• Assist management with administrative and operational tasks
• Help improve internal workflows over time
• Record client invoices and update finance trackers in Excel/Sheets
• Support payroll data collection and reconciliation
• Follow up on overdue payments and organize supporting documents

Skills

Attention to detail

English communication

Multitasking

Discretion

Tools

Excel

Google Sheets

Asana

Airtable

Job description

Job Summary:

We're steadying our daily operations with a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our internal operations and take care of routine finance tasks. The role leans heavily on spreadsheets, so accuracy matters above nearly everything else: you will work with client records, invoices, and financial data where one wrong number carries real consequences.

You will work closely with management, keep our internal systems clean and current, and help daily operations run smoothly.

It's an excellent opportunity for someone who wants to grow fast, take on increasing responsibility, and build a long-term career within a fast-growing company.

Key Responsibilities:

Operations and Administration

• Publish and manage job posts across 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 falls through the cracks
• Maintain and update records in Airtable: adding new records, keeping fields accurate and complete, and keeping data consistent across bases
• Prepare and maintain daily reports and operational trackers
• Support higher management with administrative and operational tasks
• Help improve internal workflows and processes over time

Finance Support

• Prepare, send, and record client invoices, and follow their status through to payment
• 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 between payment platforms and internal records
• Support payroll preparation by collecting, checking, and organizing the required data
• Follow up professionally on outstanding or overdue payments
• Organize receipts, confirmations, and supporting documentation
• Flag discrepancies, missing data, or unusual items to management promptly

Mandatory Requirements:

• Strong hands-on experience with Excel and Google Sheets is a 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, since this role involves numbers, invoices, and client records where mistakes are costly
• Excellent written and verbal English communication skills, which is a MUST
• Ability to write clear, professional client-facing emails independently
• Strong organizational skills and the ability to manage several ongoing tasks without losing track of details
• Ability to multitask and juggle priorities in a fast-paced environment
• Discretion and reliability with 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 experience as a Virtual Assistant
• 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 built for someone who wants to grow with the company. You will begin with core operations, client administration, and routine finance tasks, then take on more responsibility quickly based on performance, reliability, and initiative. Strong performers will have the chance to move into more senior operational, coordination, or finance roles.

Why Join Us?

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