Administrative VA

vamasters, Inc.; Parañaque; On-site; PHP 335,000 - 580,000; Full time

Job summary

vamasters, Inc. is seeking an Administrative Assistant to support a US-based real estate portfolio. The role emphasizes ownership of tasks from start to finish, independent problem solving, and proactive issue resolution.

You will organize documents, reconcile payments, and manage vendor and insurer interactions with precision. The ideal candidate is highly organized, detail-focused, and capable of adapting processes to ensure no step is missed.

Qualifications

• Proven ability to carry a process from start to finish without step-by-step supervision.
• Exceptional attention to detail and accuracy with documentation, records, and numbers.
• Strong problem-solving skills and ability to find alternative routes when blocked.
• Background in administrative coordination involving external providers, vendors, or service companies.
• Comfort handling financial records such as receipts, payments, and bank reconciliation.
• Ability to apply feedback quickly and consistently without repeated correction.
• Trustworthy, precise, and comfortable working on your own.
• Strong communication skills with proactive progress updates.

Responsibilities

• Organize, file, and maintain receipts, payment confirmations, and supporting documents in the right locations.
• Reconcile payments against bank records and resolve discrepancies independently before escalation.
• Handle insurance policies end to end, including comparing providers and coordinating changes.
• Work with utility providers, vendors, and service companies to set up and maintain property accounts.
• Follow up on open items with third parties until fully resolved, beyond the first reply.
• Keep internal process documentation and task guides current.
• Track recurring administrative tasks and ensure nothing is missed or unfinished.
• Raise issues with context and a proposed solution rather than an open question.
• Communicate availability and schedule changes proactively and in advance.

Skills

End-to-end ownership

Attention to detail

Problem solving

Admin coordination

Financial records

Proactive communication

Job description

Job Summary:
We're excited to bring aboard a highly responsible and detail-oriented Administrative Assistant to support the day-to-day operations of a US-based real estate portfolio. This role is all about ownership: carrying a task from start to finish, solving issues independently, and closing loops without needing constant follow-up. The right person is organized, thorough, and proactive about finding alternative solutions when the first approach falls short.

Key Responsibilities:

• Organize, file, and maintain receipts, payment confirmations, and supporting documents in the right locations
• Reconcile payments against bank records and resolve discrepancies on your own before escalating
• Handle insurance policies end to end, including comparing providers, confirming coverage, and coordinating carrier changes
• Work with utility providers, vendors, and service companies to set up and maintain accounts for properties
• Follow up on open items with third parties until they're fully resolved, not just until the first reply comes in
• Keep internal process documentation and task guides current
• Track recurring administrative tasks and make sure nothing is missed or left unfinished
• Raise issues with clear context and a proposed solution rather than an open question
• Communicate availability and schedule changes proactively and in advance

Mandatory Skills:

• Proven ability to carry a process from start to finish without step-by-step supervision
• Exceptional attention to detail and accuracy with documentation, records, and numbers
• Strong problem-solving skills, including the ability to think two steps ahead and find alternative routes when blocked
• Background in administrative coordination involving external providers, vendors, or service companies
• Comfort handling financial records such as receipts, payments, and bank reconciliation
• Ability to apply feedback quickly and consistently without repeated correction
• Trustworthy, precise, and comfortable working on your own
• Strong communication skills, including proactive updates on progress and availability

Preferred Skills:

• Experience supporting US real estate operations and familiarity with related terminology
• Background in bookkeeping or payment tracking
• Experience creating or maintaining SOPs, guides, or process documentation
• Ability to handle multiple ongoing processes at once

Why Join Us:
This is a long-term opportunity to become a trusted right hand within a small, established operation where your work makes a visible difference. You'll be given genuine ownership over your areas of responsibility, with room to grow your hours and scope over time. If you take pride in closing loops and doing things properly, you'll thrive here.