Administrative Virtual Assistant

VA Masters; Tagaytay; On-site; PHP 279,000 - 502,000; Full time

Job summary

VA Masters in Tagaytay, Philippines, seeks a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing apparel business. You will handle order intake, production tracking, and client records with accuracy.

You will work independently, manage CRM/project boards, handle invoices and scheduling, and keep records up-to-date. Experience with QuickBooks Online, Monday.com, and Shopify is a plus.

Qualifications

• Exceptional attention to detail and accuracy in handling forms, records, and data.
• Proven experience in administrative and operations support.
• Strong organizational skills with the ability to manage multiple moving parts.
• Comfortable with data entry and CRM or project-management tools.
• Excellent written and verbal English communication skills.
• Fast learner with sound judgement and independent work habits.
• Reliable and detail-oriented, capable of working with minimal instruction.

Responsibilities

• Complete detailed client and production forms with high accuracy.
• Support production workflows from order intake through final delivery.
• Track materials, shipments, and inventory to ensure timely progress.
• Update CRM and project boards with client information and statuses.
• Maintain accurate records across internal systems.
• Enter invoices and basic financial data; track payments and follow-ups.
• Manage calendar, schedule meetings, and keep deadlines on track.
• Monitor inbox, draft replies, and handle client follow-ups.
• Keep team to-do lists organized to prevent missing tasks.
• Identify workflow gaps and resolve issues proactively.
• Assist with e-commerce order updates as needed.

Skills

Attention to detail

Administrative support

Organizational skills

Data entry & CRM tools

English communication

Independent work

Problem spotting

Tools

Monday.com

QuickBooks Online

Shopify

Job description

Job Summary

We're excited to be adding a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. This role sits at the center of order intake, production tracking, and client records — where fabrics, shipments, forms, and invoices are all in motion at once and accuracy carries real financial weight. We are seeking someone who works independently, spots problems before they surface, and simply handles things.

Key Responsibilities

• Complete detailed client and production forms with full accuracy
• Support production workflows from order intake through final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Update CRM and project boards with client information, orders, shipments, and production status
• Maintain accurate, complete, and current records across all internal systems
• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Manage the calendar, schedule meetings, and keep deadlines on track
• Monitor the inbox, draft replies, send reminders, and handle client follow-ups
• Keep team to-do lists organized so nothing falls through
• Identify workflow gaps and resolve issues proactively
• Assist with e-commerce order updates as needed

Mandatory Skills

• Exceptional attention to detail — able to catch errors before they become expensive
• Proven experience in administrative and operations support
• Strong organizational skills with the ability to manage multiple moving parts simultaneously
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Fast learner with strong common sense and sound judgement
• Reliable, detail-oriented, and able to work independently without constant instruction

Preferred Skills

• Experience with Monday.com or a similar CRM/project-management platform
• QuickBooks Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Prior experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Ability to manage multiple projects simultaneously

Why Join Us

This is a role with a real growth path — it begins with a defined scope by design, and the intent is to expand it for the right person as they prove capable. You won't be doing filler work: every form, shipment, and record you touch directly affects production and client satisfaction. We value initiative and ownership, and you'll be trusted to run your own workflows rather than wait for instructions.