General Virtual Assistant | AU Shift | WFO - Angeles

Cloudstaff Philippines Inc.; Philippines; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Employee Share Units

Cloudstaff Dream Points

Health & life insurance

Flexible leave credits

In-house psychiatrist

Weekly office perks

CS Social Clubs

Mid-Year Parties

VIP lounge & game rooms

Company-provided PC/Laptop

Job summary

Cloudstaff Philippines Inc. is seeking an experienced Executive Assistant to support the Managing Director. The role centers on owning the MD’s inbox, calendar and reporting, keeping leads and paperwork moving and reducing the MD’s administrative load.

You will assist across sales, HR administration, procurement and document management using Google Workspace, Zoho CRM and Buildxact, with a focus on accuracy, discretion and proactive problem solving.

Qualifications

• 3+ years as an executive or virtual assistant to a business owner or director
• 2+ years HR administration or generalist experience, including recruitment, onboarding and employee records
• Excellent written English: clear, professional, no errors
• Strong Google Workspace skills
• CRM experience (Zoho, HubSpot or similar)
• Proactive: flags problems early and brings solutions, not questions
• Reliable internet, backup power and a quiet workspace

Responsibilities

• Inbox and calendar: triage daily; draft replies; manage calendar; prepare daily brief
• Sales and lead management: log enquiries; book site meetings; follow up quotes; report pipeline
• Estimating support: gather drawings/specs; chase quotes; format/ proof quotes
• Documents and correspondence: prepare letters; organise Google Drive by job; proofread
• Finance and reporting support: chase overdue payments; weekly revenue snapshot; assist finance
• Team and operations support: take minutes; maintain simple process docs
• HR management: HR admin in HR Central; recruitment; onboarding/offboarding; records
• Other ad hoc tasks for MD's other business interests; research and bookings

Skills

Executive support

HR administration

Written English

Google Workspace

CRM experience

Proactive

Reliable internet

Tools

Zoho CRM

Buildxact

Base Management

Xero

Lucid

HR Central

Google Workspace

Job description

Job Description

Purpose of the role
Take the admin load off the Managing Director so he can focus on sales, estimating andgrowing the business.
The MD currently covers sales, estimating, general management and director-level
decisions himself. This role owns his inbox, calendar, follow-ups, documents and reporting,
and keeps leads and paperwork moving without him chasing it.

Key responsibilities

1. Inbox and calendar

   Triage the MD's inbox daily: action, delegate, file or flag
   Draft replies to clients, subcontractors, suppliers and Head Office for approval
   Manage the calendar: site meetings, client meetings, team meetings, travel time
   between sites
   Prepare a short daily brief: today's meetings, urgent items, overdue follow-ups

2. Sales and lead management

   Log new enquiries in the CRM within the same business day
   Book site meetings and send confirmations and reminders
   Chase quotes sent: follow up at set intervals until won or lost
   Keep the pipeline current and report weekly on leads, quotes out and conversion

3. Estimating support

   Gather drawings, specs and client briefs into a tidy job folder before estimating starts
   Request and chase subcontractor and supplier quotes
   Format and proof quotes and proposals before they go out

4. Documents and correspondence

   Prepare letters, proposals, contracts and notices from company templates
   Keep Google Drive organised by job, with consistent naming
   Proofread all outgoing documents for accuracy and tone

5. Finance and reporting support

   Help chase overdue client payments with templated reminders
   Prepare a weekly snapshot: revenue against target, receivables, pipeline
   Support the finance manager with document collection; no payment authority

6. Team and operations support

   Take minutes and actions at the weekly team meeting; follow up on owners
   Maintain simple process documents and checklists as they are agreed

7. HR management

   Run day-to-day HR administration in HR Central (the platform provides compliance and
   HR advice)
   Recruitment: post ads, screen applicants, book interviews, run reference checks
   Onboarding and offboarding: contracts, inductions, licences and tickets, system
   access
   Keep employee records, policies and position descriptions current in HR Central
   Track probation reviews, performance reviews and leave
   Prepare HR documents from HR Central templates for MD review and sign-off

8. Other businesses and ad hoc

   Provide ad hoc support to the MD's other business interests as required, to the same
   standards and confidentiality
   Research, bookings and one-off admin tasks as directed

Systems and tools

• Google Workspace (Gmail, Calendar, Drive,Docs, Sheets) - Email, calendar, files
• Zoho CRM - Leads and pipeline
• Buildxact - Estimating and quotes
• Base Management - Construction project management
• Xero - Invoicing and receivables (view andreporting only)
• Lucid - Process flowcharts
• HR Central - HR records, recruitment, onboarding,policies

Experience with the named platforms is preferred; training will be given on Buildxact,Base Management and HR Central

Qualifications and Requirements

Skills and experience

Essential

• 3+ years as an executive or virtual assistant to a business owner or director
• 2+ years HR administration or generalist experience, including recruitment, onboarding
  and employee records
• Excellent written English: clear, professional, no errors
• Strong Google Workspace skills
• CRM experience (Zoho, HubSpot or similar)
• Proactive: flags problems early and brings solutions, not questions
• Reliable internet, backup power and a quiet workspace

Preferred

• Experience using HR Central or a similar HR platform
• Construction, trades or building industry admin experience
• Experience supporting Australian businesses
• Familiarity with Buildxact, Xero or construction PM software

What success looks like

Measure - Target

• Inbox - Triaged to zero by end of each AEST business day
• New leads - Logged in CRM and acknowledged same businessday
• Quote follow-ups - 100% chased on schedule
• Daily brief - Sent before 8:00am AEST
• Weekly report -Pipeline and receivables snapshot every Mondaybefore the 1pm team meeting
• MD admin time -Measurable reduction within 90 days

Working Arrangement

Daily check-in with the MD (15 min), plus the weekly team meeting

Communication via email, Google Chat and phone/WhatsApp as agreed

Access granted by role, using company logins only; no payment or banking authority

Nothing sent externally in the MD's name without approval until sign-off rules are agreed

Strict confidentiality: client, financial and staff information stays within each business and is never shared between them

Perks and Benefits

• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.
• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• In-house psychiatrist available to support employees' well-being
• Look forward to weekly office perks for work from office staff – Free Coffee, Meals and Beer Fridays!
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Top notch workplace with first class VIP lounge and game rooms
• We set you up for success with a company-provided PC/Laptop and fiber internet connection