Administrative and Finance Assistant

Tavor Perry; San Pablo; Remote; PHP 480,000 - 640,000; Full time

Job summary

Tavor Perry is seeking a highly organized Operations and Finance Support Virtual Assistant to manage day-to-day internal operations and routine finance tasks. The role hinges on accurate spreadsheets handling client records, invoices, and financial data.

You’ll work with management to keep systems clean and support quick growth into broader responsibilities within a fast-growing company. This remote position offers long-term stability, growth potential, and collaboration with an international

Qualifications

• Must have strong hands-on experience with Excel and Google Sheets, including formulas, filters, sorting, data validation, and pivot tables.
• Exceptional attention to detail with high accuracy for numbers, invoices, and client records.
• Excellent written and verbal English communication skills.
• Ability to write clear, professional client-facing emails independently.
• Strong organizational skills to manage multiple 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 and good-quality camera/mic for meetings.

Responsibilities

• Publish and manage job posts on multiple platforms.
• Onboard new clients: prepare emails, collect info, set clients up in systems.
• Send professional emails to clients as part of account administration.
• Communicate updates to VAs and internal teams.
• Manage tasks, deadlines, and workflows in Asana.
• Keep Airtable records updated and data consistent.
• Prepare and maintain daily reports and operational trackers.
• Support senior management with administrative tasks.
• Help improve internal workflows and processes over time.
• Prepare, send, and record client invoices and track status to payment.
• Enter new clients and billing details in invoicing systems.
• Keep finance trackers in Excel and Google Sheets current.
• Assist monthly reconciliation between payment platforms and internal records.
• Support payroll data collection and organization.
• Follow up on outstanding payments.
• Organize receipts and documentation.
• Escalate discrepancies to management promptly.

Skills

Excel expert

Google Sheets

English proficiency

Email writing

Organization

Multitasking

Discretion

Stable internet

Video calls

Tools

Asana

Airtable

Excel

Google Sheets

Job description

Job Summary:

Our next hire will be a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant who will run our day-to-day internal operations and manage routine finance tasks. The role is built around spreadsheets, so accuracy matters more than almost anything else: you'll be working with client records, invoices, and financial data where a single 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 more responsibility over time, and build a long-term role in a fast-growing company.

Key Responsibilities:

Operations and Administration

• Publish and manage job posts on multiple platforms

• Run 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 updates, schedules, and process changes to VAs and internal team members

• Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing gets missed

• Keep Airtable records updated: adding new records, keeping fields accurate and complete, and keeping data consistent across bases

• Prepare and maintain 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 follow their status through to payment

• Enter new clients and their billing details accurately in our invoicing and finance systems

• Keep finance trackers and records in Excel and Google Sheets current

• Help with monthly reconciliation between payment platforms and internal records

• Support payroll preparation by collecting, checking, and organizing the needed data

• Follow up professionally on outstanding or overdue payments

• Keep receipts, confirmations, and supporting documentation organized

• Escalate 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'll start with core operations, client administration, and routine finance tasks, and take on more responsibility quickly as you show performance, reliability, and initiative. High 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 to grow fast

• Work with an international team in the recruitment and VA placement industry

• Build valuable skills across operations, client administration, finance, and business systems