Administrative and Finance Assistant

VA Masters; Mati; Teletrabalho; PHP 180 000 - 360 000; Tempo integral

Resumo da oferta

VA Masters is seeking a highly organized Operations and Finance Support Virtual Assistant to manage day-to-day internal operations and routine finance tasks. The role focuses on accurate data handling, client records, invoices, and reporting in spreadsheets.

You will collaborate with management to keep systems clean and processes efficient, enabling rapid growth and expanded responsibilities. You will work remotely with an international team, contribute to onboarding and communications, and

Qualificações

• Strong hands-on experience with Excel and Google Sheets (formulas, filters, sorting, data validation, pivot tables)
• Exceptional attention to detail with numbers, invoices, and client records
• Excellent written and verbal English communication skills
• Ability to write clear, professional client-facing emails independently
• Strong organizational skills and the ability to manage multiple tasks
• Discretion and reliability when handling confidential information

Responsabilidades

• Publish and manage job posts across multiple platforms
• Handle onboarding emails and client setup in systems
• Send professional emails to clients as part of account administration
• Coordinate with VAs and internal teams
• Manage tasks and deadlines in Asana
• Maintain Airtable records and ensure data consistency
• Prepare daily reports and operational trackers
• Support management with administrative tasks
• Help improve internal workflows over time
• Record client invoices and track payment status
• Maintain finance trackers in Excel/Google Sheets
• Assist with monthly reconciliation between payment platforms and records

Conhecimentos

Excel/Google Sheets

Attention to detail

English communication

Email communication

Organization

Multitasking

Confidentiality

Internet reliability

Ferramentas

Asana

Airtable

Excel

Google Sheets

Descrição da oferta de emprego

Job Summary:

Accurate records and clean systems keep a fast-growing company steady, and a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant will look after both. You will run our day-to-day internal operations and handle routine finance tasks. The role is heavily spreadsheet-based, so accuracy matters more here than almost anything else: you will work with client records, invoices, and financial data where a single wrong number has real consequences.

You will work closely with management, keep our internal systems clean and up to date, and help our 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 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 professional, clear 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 by creating tasks, assigning owners, updating statuses, and making sure nothing falls through the cracks
• Maintain and update records in Airtable by 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 track 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 (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 independently
• 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 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 designed for someone who wants to grow with the company. You will start with core operations, client administration, and routine finance tasks, and quickly gain more responsibility based on performance, reliability, and initiative. High performers will have the opportunity to expand into more senior operational, coordination, or finance roles.

Why Join Us?

• Work remotely in a structured, professional 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