Operations and Admin Assistant

VA Masters; Maasin; On-site; PHP 300,000 - 540,000; Full time

Job summary

vamasters, Inc. seeks an Operations and Admin Assistant to systematize and automate day-to-day tasks, manage documents, email, and bookkeeping support, and build templates, SOPs, and workflows with a focus on confidentiality.

The role emphasizes becoming a ClickUp power user, improving boards and workflows, and identifying automation opportunities to streamline operations while collaborating with a hands-on founder.

Qualifications

• Advanced ClickUp knowledge with templates and workflows.
• Proficiency in Microsoft Office, Outlook and OneDrive.
• Experience organizing and managing confidential documents.
• Ability to write and maintain SOPs and process documents.
• Experience with email management and basic bookkeeping support.
• Strict handling of confidential information and approval requirements.
• Diligent, precise, and able to work independently.
• Strong communication skills across teams.
• Ability to identify repetitive tasks and propose improvements.

Responsibilities

• Organize, rename, convert, and file confidential client documents in a structured folder system.
• Set up and maintain folder structures for every new client case or assignment.
• Sort and file receipts and expense records, and pass them to the accountant for company accounting.
• Run the inbox, working toward and maintaining an inbox-zero system.
• Convert existing documents into reusable templates.
• Spot repetitive tasks and write clear SOPs for them.
• Grow our use of ClickUp by building and improving boards, tasks, and workflows.
• Find opportunities for automation and build or recommend automated workflows.
• Answer member inquiries for our online platform (invoice and account questions).
• Create FAQs and SOPs for handling platform support.

Skills

ClickUp proficiency

Microsoft Office Suite

Document management

SOP writing

Email management

Confidentiality

Independent work

Strong communication

Process improvement

Job description

Job Summary:

We're streamlining our operations with a proactive Operations and Admin Assistant to help us systematize, organize, and automate our day-to-day work. You will handle documents, email, and bookkeeping support while building the templates, SOPs, and workflows that free up our time. We picture a ClickUp power user with a keen eye for process improvement and deep respect for confidentiality.

Key Responsibilities:

• Organize, rename, convert, and file confidential client documents in a structured folder system
• Set up and maintain folder structures for every new client case or assignment
• Sort and file receipts and expense records, and pass them to the accountant for company accounting
• Run the inbox, working toward and maintaining an inbox-zero system
• Convert existing documents into reusable templates
• Spot repetitive tasks and write clear SOPs for them
• Grow our use of ClickUp by building and improving boards, tasks, and workflows
• Find opportunities for automation and build or recommend automated workflowsAnswer member inquiries for our online platform, such as invoice and account questions
• Create FAQs and SOPs for handling platform support

Mandatory Skills:

• Advanced working knowledge of ClickUp, including task structures, templates, and workflow setup
• Strong proficiency in the Microsoft Office Suite, Outlook, and OneDrive
• Proven experience in document management and file organization
• Experience writing SOPs and process documentation
• Experience with email management and basic bookkeeping support, such as receipt organization
• Strict discipline with confidential information, including never uploading documents to online tools or third-party platforms without approval
• Diligent, precise, and able to operate independently
• Strong communication skills

Preferred Skills:

• Hands-on experience with automation tools such as n8n, Zapier, or Make
• Experience in a consulting, advisory, or professional services setting
• Customer or member support experience, including email-based support
• Experience building FAQs or knowledge bases
• Competent at coordinating several projects at once
• Strategic mindset, with the ability to recommend process improvements unprompted

Why Join Us:

Here you can build the operational backbone of a growing business and watch your work make a direct difference. You will work closely with a supportive, hands-on founder who values initiative and trusts you to work autonomously. There is real room to grow as your responsibilities widen over time.