General Virtual Assistant (For Pooling)

Workspaceco; Hinoba-an; Hybrid; PHP 420,000 - 660,000; Full time

Benefits offered by this job

Annual Leave 10 days

Personal Leave 5 days

Public Holidays 10

Birthday Gift Allowance

Remote work

Training materials & SOPs

Job summary

Workspaceco is seeking a proactive Finance & Administrative professional to manage Xero, payroll, invoicing, and project-based workflows in a 100% remote role. You will coordinate jobs in trades software, handle CRM data, and support marketing activities.

Strong Excel skills and AI tool familiarity are valued. Ideal candidates have 2+ years in admin or bookkeeping within trades industries, with Xero proficiency and experience in systems like Simpro/ServiceM8/Tradify.

Qualifications

• Minimum 2 years in administrative, bookkeeping, customer service, or operations roles.
• Trades industry experience highly regarded (simpro/tradify/serviceM8).
• Background in electrical, solar, plumbing, construction, or related trades is a plus.
• Experience in healthcare/NDIS or farming also considered.
• Solid workflow understanding for service/project-based work.
• Mandatory proficiency in Xero for reconciliation and payroll.

Responsibilities

• Full Xero management including daily bank reconciliations and digital receipt collection.
• Process accounts payable/receivable, invoices, supplier bills, and debt collection.
• Payroll processing including STP and Superannuation, timesheets and leave tracking.
• Generate Profit & Loss, budgets, and job profitability reports.
• General administration: email, calendar, and cloud filing.
• Coordinate jobs in Simpro, ServiceM8, Tradify; prepare quotes and scheduling.
• CRM input and pipeline tracking; post-job follow-ups.
• Support marketing: Shopify backend, social content, CapCut video edits.
• Use AI tools to synthesize notes and content.

Skills

Xero management

Accounts payable

Accounts receivable

Payroll support

Financial reporting

CRM & pipeline

AI literacy

Excel

Shopify

CapCut

Tools

Xero

Simpro

ServiceM8

Tradify

Go High Level

Monday.com

Shopify

CapCut

ChatGPT

Claude

Job description

Financial & Bookkeeping Administration

• Xero Management: Full management of accounting software, including daily bank reconciliations and digital receipt collection.
• Accounts Payable & Receivable: Creating invoices, tracking payments, managing supplier bills, and conducting proactive debt collection.
• Payroll & HR Support: Processing payroll (including STP and Superannuation), tracking leave, and verifying timesheets.
• Financial Reporting: Generating Profit & Loss statements, budget tracking, and job profitability reports.

Operational & Administrative Management

• General Administration: Complete email inbox organisation, complex calendar management (business and household), and cloud-based filing.
• Systemisation & SOPs: Drafting and maintaining Standard Operating Procedures and transitioning paper-based processes into digital formats.
• Job Coordination: Entering jobs into trades management software (Simpro, ServiceM8, Tradify etc), preparing quotes, and scheduling site works.
• Compliance & Logistics: Managing SWMS/WHS documentation, sourcing parts from suppliers, and tracking inventory.

Client Communication & Lead Management

• Enquiry Management: Acting as the first point of contact for inbound calls, texts, and emails.
• CRM & Pipeline Tracking: Entering leads into systems (Go High Level, Monday.com) and tracking the sales journey.
• Client Coordination: Sending job notifications and conducting post-job follow-ups.

Specialised Tech, Marketing & Creative Support

• Industry Submissions: Navigating utility portals for solar grid applications and tracking products via FormBay.
• E-Commerce & Marketing: Managing Shopify backends, scheduling social media content, and editing videos in CapCut.
• AI Integration: Using tools like ChatGPT and Claude to synthesise job notes and generate content.

Experience & Industry Background

• Required Experience: Minimum 2 years in administrative, bookkeeping, customer service, or operations roles.
• Trades Industry Experience Highly Regarded: Candidates with direct experience supporting trades or construction businesses — and working knowledge of platforms such as Simpro, Tradify, ServiceM8, or similar — will be strongly preferred.
• Industry Familiarity: Backgrounds in electrical, solar, plumbing, construction, or related trades are a strong advantage. Experience in healthcare/NDIS or farming is also considered.
• Workflow Understanding: Solid grasp of service and project-based workflows.

Technical & Software Proficiency

• Financial Expertise: Mandatory proficiency in Xero for reconciling and payroll.
• Job Management Platforms: Hands-on experience with Simpro, ServiceM8, Tradify, or similar is highly regarded.
• Data & AI Literacy: Strong Excel skills and the ability to quickly adopt AI tools and specialist software.

Mindset & Soft Skills

• Proactive & Autonomous: A self-starter who identifies gaps and takes initiative without micromanagement.
• Systematic & Organised: Focused on bringing structure and consistency to fast-moving, sometimes chaotic environments.
• Discreet & Reliable: High integrity in handling sensitive data and a firm commitment to a dedicated work shift.

• Leave & Allowances: 10 days Annual Leave, 5 days Personal Leave, 10 Public Holidays, and a Birthday Gift Allowance.
• Remote & Stable Work: 100% remote, consistent dayshift hours in a long-term, stable role.
• Growth & Support: Access to comprehensive training materials, documented processes, and a supportive team.
• Health Benefits: Philhealth contributions (P1,200 per 6 months) and the opportunity to work alongside high-profile, prestigious brands.