Finance and Admin Virtual Assistant

vamasters, Inc.; Kabankalan; Remote; PHP 167,000 - 279,000; Full time

Job summary

vamasters, Inc. is seeking an highly organized Operations and Finance Support Virtual Assistant to handle day-to-day internal operations and routine finance tasks.

The role emphasizes accuracy in spreadsheets, client records, invoices, and financial data, with growth potential in a fast-growing company. You will manage job postings, client onboarding communications, and maintain systems like Asana and Airtable.

Qualifications

• Strong hands-on experience with Excel and Google Sheets - formulas, filters, sorting, data validation, pivot tables.
• Exceptional attention to detail and a very high standard of accuracy when handling numbers, invoices, and client records.
• Excellent written and verbal English communication skills.
• Ability to write clear, professional client-facing emails independently.
• Strong organizational skills and ability to manage multiple tasks without losing track of details.
• Ability to multitask and manage priorities in a fast-paced environment.
• Discretion and reliability when handling confidential client and financial information.
• Stable internet connection; good-quality camera and microphone for meetings.
• Professional, proactive, and reliable work ethic.

Responsibilities

• Post and manage job listings on multiple platforms.
• Manage onboarding emails and gather required information to set clients up in systems.
• Write clear, professional emails to clients as part of account administration.
• Keep VAs and internal teams updated on changes, schedules, and processes.
• Organize tasks, deadlines, and workflows in Asana: create tasks, assign owners, update statuses.
• Maintain Airtable records with accurate data across bases.
• Build and maintain daily reports and operational trackers.
• Assist senior management with administrative and operational work.
• Help refine internal workflows and processes over time.
• Growth-oriented: take on more senior operational, coordination, or finance roles as performance grows.

Skills

Excel

Google Sheets

Attention to detail

English communication

Organizational skills

Multitasking

Data entry

Tools

Asana

Airtable

Invoicing software

Job description

Job Summary:

We're on a mission to find a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our day-to-day internal operations and manage routine finance tasks. The role leans heavily on spreadsheets, so accuracy comes before almost everything else: you'll be handling client records, invoices, and financial data where one wrong number has real consequences. You'll work closely with management, keep our internal systems tidy and current, and help daily operations run smoothly. This is an excellent opportunity for someone who wants to grow fast, take on more responsibility over time, and build a long-term role in a fast-growing company.

Key Responsibilities:

Operations and Administration

• Post and manage job listings on multiple platforms

• Manage the administrative side of new client onboarding, including preparing and sending onboarding emails, gathering required information, and setting clients up correctly in our systems

• Write clear, professional emails to clients as part of ongoing account administration

• Keep VAs and internal team members up to date on changes, schedules, and processes

• Organize tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing is missed

• Maintain Airtable records: adding new records, keeping fields accurate and complete, and keeping data consistent across bases

• Build and maintain daily reports and operational trackers

• Assist senior management with administrative and operational work

• Help refine internal workflows and processes over time

Finance Support

• Prepare, send, and log client invoices, and follow each one through to payment

• Enter new clients and their billing details accurately in our invoicing and finance systems

• Keep finance trackers and records in Excel and Google Sheets current

• Help with monthly reconciliation between payment platforms and internal records

• Support payroll preparation by gathering, verifying, and organizing the required data

• Follow up professionally on outstanding or overdue payments

• Keep receipts, confirmations, and supporting documentation organized

• Bring discrepancies, missing data, or unusual items to management's attention promptly

Mandatory Requirements:

• Strong hands-on experience with Excel and Google Sheets - MUST. You should be comfortable with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them

• Exceptional attention to detail and a very high standard of accuracy. This role involves numbers, invoices, and client records, and mistakes are costly

• Excellent written and verbal English communication skills - MUST

• Ability to write clear, professional client-facing emails independently

• Strong organizational skills and the ability to manage multiple ongoing tasks without losing track of details

• Ability to multitask and manage priorities in a fast-paced environment

• Discretion and reliability when handling confidential client and financial information

• Stable internet connection

• Good-quality camera and microphone for meetings and calls

• Professional, proactive, and reliable work ethic

Preferred Skills:

• Previous experience as a Virtual Assistant

• Experience with Asana or similar project management tools

• Experience with Airtable or similar database tools

• Experience with bookkeeping, invoicing, payroll support, or accounts receivable

• Familiarity with online job platforms, CRM tools, or payment platforms

Growth Opportunity:

This role suits someone who wants to grow alongside the company. You'll start with core operations, client administration, and routine finance tasks, and take on more responsibility quickly as you show performance, reliability, and initiative. High performers will have the opportunity to move up into more senior operational, coordination, or finance roles.

Why Join Us?

• Remote position in a structured, professional working environment

• Long-term opportunity with room to grow quickly

• Work with an international team in the recruitment and VA placement industry

• Build valuable skills across operations, client administration, finance, and business systems

If you're organized, accurate, detail-obsessed, and ready to grow with a dynamic company, and help us scale our operations to the next level!