Administrative Virtual Assistant

vamasters, Inc.; Himamaylan; On-site; PHP 360,000 - 520,000; Full time

Job summary

vamasters, Inc. is seeking an Operations and Admin Assistant in the Philippines to help systematize and automate daily operations. You will manage documents, emails, and bookkeeping support while developing templates, SOPs, and workflows.

Strong ClickUp skills and confidentiality are essential for success. The role focuses on organizing client documents, building templates, and expanding automation across boards and processes.

Qualifications

• Advanced knowledge of ClickUp, with ability to build templates, workflows, and boards.
• Proficient in Microsoft Office Suite, Outlook, and OneDrive for document handling and communication.
• Experience in document management and file organization with strong confidentiality.
• Experience writing SOPs and process documentation.
• Experience managing email and basic bookkeeping support (receipts).
• Strict discipline with confidential information and data security.

Responsibilities

• Organize, rename, convert, and file confidential client documents within a structured folder system.
• Set up and maintain folder structures for every new client case.
• Sort and file receipts and expense records, then forward to accountant.
• Manage inbox with an inbox-zero system.
• Rework documents into reusable templates and SOPs.
• Create and improve ClickUp boards, tasks, and workflows; identify automation opportunities.
• Handle member inquiries for the online platform (invoices, accounts).
• Write FAQs and SOPs for platform support.

Skills

ClickUp

Microsoft Office

Document management

SOP writing

Email management

Confidential handling

Independent worker

Communication

Tools

Microsoft Office Suite

Outlook

OneDrive

Job description

Job Summary:
We're on a mission to find a proactive Operations and Admin Assistant to help us systematize, organize, and automate our day-to-day operations. You'll manage documents, email, and bookkeeping support while building the templates, SOPs, and workflows that save us time. You'll shine here if you're a ClickUp power user with a sharp eye for process improvement and a strong respect for confidentiality.

Key Responsibilities:

• Organize, rename, convert, and file confidential client documents within a structured folder system

• Set up and keep up folder structures for every new client case or assignment

• Sort and file receipts and expense records, then send them to the accountant for company accounting

• Manage the inbox, getting to and holding an inbox-zero system

• Rework existing documents into reusable templates

• Find recurring tasks and write clear SOPs for them

• Broaden our use of ClickUp by building and improving boards, tasks, and workflows

• Look for automation opportunities and build or recommend automated workflows

• Handle member inquiries for our online platform, such as invoice and account questions

• Write FAQs and SOPs for platform support

Mandatory Skills:

• Advanced working knowledge of ClickUp, including task structures, templates, and workflow setup

• Strong proficiency in Microsoft Office Suite, Outlook, and OneDrive

• Proven experience in document management and file organization

• Experience writing SOPs and process documentation

• Experience with email management and basic bookkeeping support, such as receipt organization

• Strict discipline with confidential information, including never uploading documents to online tools or third-party platforms without approval

• Responsible, sharp-eyed, and independent

• Strong communication skills

Preferred Skills:

• Hands-on experience with automation tools such as n8n, Zapier, or Make

• Experience in a consulting, advisory, or professional services environment

• Customer or member support experience, including email-based support

• Experience building FAQs or knowledge bases

• Skilled at keeping several projects running at once

• Strategic mindset and the ability to suggest process improvements unprompted

Why Join Us:
This is a chance to build the operational backbone of a growing business and see your impact directly. You'll work closely with a supportive, hands-on founder who values initiative and trusts you to work autonomously. There's real room to grow as your responsibilities widen over time.