Executive & Accounts Assistant

GoTeam; Manila; On-site; PHP 457,000 - 547,000; Full time

Benefits offered by this job

Company-provided laptop + second monit

HMO for 1 dependent + family coverage

1M life insurance

GoTeam Sports Club & Wellness

Vacation Leave & Sick Leave

Referral bonus ₱10,000

Birthday/gratitude events

Job summary

GoTeam is seeking an Executive & Accounts Assistant to manage day-to-day administrative workflows, travel planning, and vendor coordination for a New Zealand construction client. This onsite role in Cebu IT Park runs 6:00 AM–3:00 PM PH time, Monday to Friday, with accounts administration as a valued plus learned on the job.

The ideal candidate has 3+ years in admin/VA roles, strong organisational skills, and proficiency in Microsoft 365 and Excel.

Qualifications

• 3+ years hands-on experience in administrative, Virtual Assistant, operations coordination, or logistics support roles.
• Strong administrative and organisational skills, with a track record of managing multiple priorities, schedules, and follow-ups.
• Demonstrated experience coordinating travel (domestic and international), schedules, documentation, vendors, and operational requirements.
• Resourceful and proactive approach — comfortable finding solutions and working through processes that don’t always have a predefined procedure.
• Strong written and verbal English with confidence following up with internal and external stakeholders.
• Proficiency in Microsoft 365 and Excel.
• Some exposure to Accounts Payable, payroll, bookkeeping, or general accounting administration is a plus (not required — most workflows can be learned on the job).
• Willingness to work 6:00 AM–3:00 PM PH Time onsite at Cebu IT Park, Monday to Friday

Responsibilities

• Provide day-to-day administrative and coordination support to the team and company leadership.
• Arrange domestic and international travel — flights, accommodation, itineraries, and connecting travel.
• Prepare, organise, and maintain documents, records, correspondence, and business information.
• Coordinate schedules, requests, and follow-ups across internal teams and stakeholders.
• Work through non-standard administrative requests independently as they arise.
• Follow up with vendors and subcontractors on invoices, statements, and missing documentation.
• Respond to internal and external queries and coordinate clarification or supporting documentation.
• Track outstanding actions and ensure requests are followed through to completion.
• Assist with logistics and other operational coordination as required.
• Support Accounts Payable — processing supplier and subcontractor invoices and payment documentation.
• Assist with payroll administration and related employee records.
• Support progress claims, retention payments, and construction-related payment processes.
• Assist with basic reconciliations and general accounting administration.
• Maintain accurate financial and supporting records within company systems.

Skills

Administrative experience

Travel coordination

Vendor coordination

Accounting admin exposure

English proficiency

Microsoft 365 & Excel

Tools

Procore

Construction PM system

AI tools

Job description

Executive & Accounts Assistant (Up to ₱45K | Onsite | FREE AI Certification)

Cebu City | Onsite (IT Park) | 6:00 AM–3:00 PM PH Time | Monday–Friday

You own the day-to-day administrative, logistics, travel, and vendor coordination for a New Zealand construction company — supporting company leadership and the wider team by arranging travel and itineraries, running vendor and subcontractor follow‑ups, keeping documents and records organised, and coordinating the operational moving parts that keep the business running. Accounts administration sits alongside this scope as a supporting function — most of it can be learned on the job. Your work follows established administrative workflows, logistics processes, and vendor coordination cycles aligned with construction project timelines.

The core of this role is strong administrative and coordination capability — logistics, travel, vendor follow‑up, and executive support. Accounts administration is a valuable plus but not the priority; the client is clear that most accounting workflows can be learned on the job. What matters most is your ability to stay organised, coordinate multiple moving parts, follow up proactively, and work through non-standard requests without waiting for direction. Best suited for professionals with a strong VA, admin, or operations coordination background who value resourcefulness over rigid process.

You’re Likely a Strong Fit If You Have

• 3+ years of hands‑on experience in administrative, Virtual Assistant, operations coordination, or logistics support roles (this is the priority focus for this role)

• Strong administrative and organisational skills, with a track record of managing multiple priorities, schedules, and follow‑ups

• Demonstrated experience coordinating travel (domestic and international), schedules, documentation, vendors, and operational requirements

• Resourceful and proactive approach — comfortable finding solutions and working through processes that don’t always have a predefined procedure

• Strong written and verbal English with confidence following up with internal and external stakeholders

• Proficiency in Microsoft 365 and Excel

• Some exposure to Accounts Payable, payroll, bookkeeping, or general accounting administration is a plus (not required — most workflows can be learned on the job)

• Willingness to work 6:00 AM–3:00 PM PH Time onsite at Cebu IT Park, Monday to Friday

Strong Signals

• Prior Virtual Assistant or administrative support experience

• Travel and itinerary coordination background — domestic and international

• Vendor or supplier coordination experience, including chasing invoices, statements, or missing documentation

• Accounts Payable, payroll, or bookkeeping exposure (not required at accountant level)

• Experience supporting senior managers, business owners, or company leadership

• Experience with Procore or a comparable construction / project management system

• Previous experience within construction, logistics, engineering, or project‑based environments

• Comfort using AI tools to streamline documentation, follow‑up drafting, and reporting

What You’ll Own

Administrative & Executive Support

You own the day-to-day administrative rhythm of the business and its leadership team.

• Provide day-to-day administrative and coordination support to the team and company leadership

• Arrange domestic and international travel — flights, accommodation, itineraries, and connecting travel

• Prepare, organise, and maintain documents, records, correspondence, and business information

• Coordinate schedules, requests, and follow‑ups across internal teams and stakeholders

• Work through non‑standard administrative requests independently as they arise

Vendor & Operational Coordination

You keep vendor, subcontractor, and operational threads moving to closure.

• Follow up with vendors and subcontractors on invoices, statements, and missing documentation

• Respond to internal and external queries and coordinate clarification or supporting documentation

• Track outstanding actions and ensure requests are followed through to completion

• Assist with logistics and other operational coordination as required

Accounts Administration

You keep the accounts records accurate and payments moving on time.

• Support Accounts Payable — processing supplier and subcontractor invoices and payment documentation

• Assist with payroll administration and related employee records

• Support progress claims, retention payments, and construction‑related payment processes

• Assist with basic reconciliations and general accounting administration

• Maintain accurate financial and supporting records within company systems

About the Company

A New Zealand‑based construction company delivers commercial interiors, shopfitting, and joinery projects to businesses across New Zealand. Known for hands‑on project delivery and established subcontractor networks, offshore team members work within defined administrative workflows, accounts routines, and vendor coordination cycles aligned with New Zealand construction timelines.

Benefits of GOTEAM

Accelerate Your Personal Growth

• Company-provided laptop + second monitor

• Industry‑best HMO for 1 dependent + extended dependents (₱300,000 coverage, private room, ₱10,000 meds reimbursement)

• Option to enroll up to 4 additional dependents via salary deduction

• ₱1M life insurance coverage

• Membership in GoTeam Sports Club, Yoga, and Wellness Programs

Unlock Your Possibility

• Prorated 5 days Vacation Leave + 5 days Sick Leave upon regularization

• 5 Service Incentive Leave (SIL) days upon first work anniversary (convertible to cash if unused)

• Salary loan access (post-regularization)

• Employee discounts, raffles, and Day-1 welcome gift

• Opportunity to win a trip to Bali through company programs

Live Your Purpose

• Join GoTeam Cares volunteer programs

• ₱10,000 referral bonus

• Monthly gratitude events, team dinners, and leadership talks

Your Family’s Benefits

• 24/7 financial, legal, and counseling support (up to 4 family members)

• Free telemedicine consultations

• Virtual family events and prize opportunities