Administrative Virtual Assistant / Process Documenter | WFH | Dayshift | NZ

TEAM VIRGIL LIMITED; Mimaropa; Remote; PHP 1,804,000 - 2,345,000; Full time

Job summary

TEAM VIRGIL LIMITED is seeking a reliable Administrative Virtual Assistant to support NZ-based trades and construction businesses from a remote setting. You will document workflows, create SOPs, map processes, and help optimise day-to-day operations.

Responsibilities include admin support, data entry, CRM management, reporting, dashboards, and coordinating across time zones. Experience with project tools like ASANA or Fergus is a plus, and strong communication during NZ business hours is

Qualifications

• Experience creating SOPs, documenting workflows and improving business processes.

Responsibilities

• Develop, create, maintain, and continuously improve SOPs and internal documentation.

Skills

Tech savvy

Analytical skills

Highly organized

MS Office Excel

CRM experience

Project management/tools

Communication skills

Independent and team worker

Reporting and research

Tools

ASANA

Fergus

CRM tools

Job description

Administrative Virtual Assistant / Process Documenter | WFH | Dayshift | NZ

We are seeking reliable, proactive, and detail-oriented Virtual Assistants / Business Process Analysts to support growing New Zealand–based trades and construction businesses, including landscaping, general construction, and building.

This role is ideal for someone who excels in creating efficient systems, documenting workflows, and improving day-to-day operations. You will be responsible for developing SOPs, analysing and improving business processes, and providing general administrative support to help the business run smoothly and efficiently.

This position also involves a variety of general administrative and virtual assistant tasks, including coordinating schedules, managing documents, handling communications, data entry, reporting, and providing day-to-day operational support as required.

Must have experience with:

Develop, create, maintain, and continuously improve SOPs, procedure manuals, and internal documentation

Analyse current workflows and build efficient systems and processes to improve business operations

Process mapping, identifying automation opportunities, and recommending workflow improvements

Back-costing completed projects, ensuring labour, materials, and variations are accurately recorded

Preparing draft invoices for management approval, including meaningful descriptions and supporting documentation

Calling and following up with workers to gather missing job information

Tracking job progress and outstanding work to ensure nothing slips through the cracks

Quality-checking completed jobs before they reach the invoicing approval stage

Photo management: organising job photos with clear labelling for invoicing, marketing, and quoting

General administrative support, including data entry, CRM management, and records filing

Report preparation, dashboards, and supporting operational meetings

Email and calendar management, including client/supplier correspondence

Project coordination and administrative support across trades and construction jobs

Proactive communication during NZ business hours, including timely acknowledgements and updates

A PLUS if you have experience with: (Preferred but not required)

ASANA, Fergus, or similar project management / CRM tools

Supporting trades, construction, or building businesses

Appointment scheduling and calendar management across time zones

Database experience or familiarity with CRM systems

Social media management

Experience working with Australian / New Zealand employers

Skills and Qualifications:

Highly tech-savvy

Quick to learn new systems, apps, and tools

Confident in testing and using different software platforms

Strong problem-solving skills

Highly organised and efficient

Adaptable to change

Able to work independently and in a team

High attention to detail

Strong analytical skills

Good reporting and research skills

Able to meet deadlines

Proficient in Microsoft Office, especially Excel

Experience with CRM, project management, or automation tools is an advantage

Team Work

From time to time you may be asked to review and check less qualified and experienced team member’s work. You will be required to work in a team and be willing and able to delegate work when asked to by your Manager

System Requirements:

Desktop/Laptop with at least I5 processor; Windows 10 OS; With at least 8GB Ram;

At least 50 MBPS Internet Speed;

Working headset and camera