Executive/Admin Assistant

Level 9 Virtual; Manila; On-site; PHP 240,000 - 400,000; Full time

Job summary

Level 9 Virtual is seeking a proactive Executive/Admin Assistant to provide day-to-day administrative support and assist with invoicing, collections, and other business operations. The ideal candidate communicates professionally with clients and adapts to new systems.

Responsibilities include managing emails, schedules, sending invoices via QuickBooks Online, following up on late payments, and documenting processes using Scribe.

Qualifications

• Experience as an Executive/Administrative/Virtual Assistant.
• Experience with invoicing or collections is an advantage.
• Proficiency in Gmail and Google Calendar with strong English communication.

Responsibilities

• Provide day-to-day administrative and executive support.
• Manage emails and correspondence with clients.
• Schedule appointments using Google Calendar.
• Prepare and send invoices using QuickBooks Online.
• Follow up on overdue payments and outstanding invoices.
• Enter jobs into the company's timecard system.
• Follow SOPs and document processes using Scribe.
• Learn to use a CRM dashboard when implemented.
• Perform other administrative tasks as assigned.
• Learn to use UKG for data input (not payroll).

Skills

English communication

Organization

Independent work

Time management

Tools

QuickBooks Online

Gmail

Google Calendar

UKG

Timecard system

Scribe

CRM dashboard

Job description

About the Role

We are looking for a proactive, organized, and detail-oriented Executive/Admin Assistant to provide day-to-day administrative support and assist with invoicing, collections, and other business operations.

The ideal candidate is comfortable managing administrative tasks, communicating professionally with clients, and learning new systems and processes.

Key Responsibilities

• Provide day-to-day administrative and executive support.
• Manage emails and correspondence using Gmail.
• Manage schedules and appointments using Google Calendar.
• Prepare and send invoices for required deposits and payments using QuickBooks Online (QBO).
• Contact clients regarding overdue payments and follow up on outstanding invoices.
• Assist with filing liens for unpaid customer accounts, following established procedures.
• Submit required workers’ compensation details.
• Learn to use UKG to input information as needed. Payroll processing and submission are not part of this role.
• Enter jobs into the company's timecard system.
• Follow established Standard Operating Procedures (SOPs).
• Assist with documenting processes using Scribe.
• Learn and use a planned CRM dashboard when implemented.
• Perform other administrative tasks as assigned.

Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant.
• Experience with QuickBooks Online, invoicing, or collections is an advantage.
• Proficiency in Gmail and Google Calendar.
• Strong written and verbal English communication skills.
• Comfortable making professional calls regarding outstanding payments.
• Excellent organizational skills and attention to detail.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Willingness to learn new systems and follow established procedures.

Experience in the construction, restoration, or a related industry is a plus.

Ideal Candidate

We are looking for someone dependable, resourceful, and detail-oriented who can handle administrative responsibilities while assisting with invoicing and payment follow-ups. The ideal candidate takes initiative, communicates professionally, and maintains accurate records.

Employment Type

Full-Time

Work Schedule

7:00 AM - 4:00 PM EST