Operations and Admin Assistant

vamasters, Inc.; Rosario; On-site; PHP 223,000 - 446,000; Full time

Job summary

vamasters, Inc. is seeking a proactive Operations and Admin Assistant to systematize day-to-day operations. You will manage documents, email, and bookkeeping support while building templates, SOPs, and workflows that save time.

Ideally a ClickUp power user with a sharp eye for process improvement and a strong respect for confidentiality. This role offers the chance to strengthen the company's operational backbone, working closely with a hands-on founder, and room to grow as responsibilities

Qualifications

• Advanced working knowledge of ClickUp, including task structures, templates, and workflow setup.
• Strong proficiency in 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.
• Strict discipline with confidential information, including never uploading documents to online tools or third‑party platforms without approval.
• Accountable, accurate, and independent.
• Strong communication skills.

Responsibilities

• Organize, rename, convert, and file confidential client documents in a structured folder system.
• Create and maintain folder structures for each new client case or assignment.
• Sort and file receipts and expense records; forward to the accountant for company accounting.
• Manage the inbox to achieve inbox-zero.
• Convert existing documents into reusable templates.
• Identify repetitive tasks and write clear SOPs for them.
• Expand ClickUp use by building and improving boards, tasks, workflows.
• Find automation opportunities and suggest automated workflows.
• Answer member inquiries for the online platform (e.g., invoice and account questions).
• Create FAQs and SOPs for handling platform support.

Skills

ClickUp

MS Office

Document management

SOP writing

Email bookkeeping

Confidentiality

Accountability

Communication

Tools

n8n

Zapier

Make

Job description

Job Summary

We're looking forward to hiring a proactive Operations and Admin Assistant to help us systematize, organize, and automate our day-to-day operations. You'll manage documents, email, and bookkeeping support while building the templates, SOPs, and workflows that give us time back. Ideally, you're a ClickUp power user with a sharp eye for process improvement and a strong respect for confidentiality.

Key Responsibilities

• Organize, rename, convert, and file confidential client documents in a structured folder system
• Create and maintain folder structures for each new client case or assignment
• Sort and file receipts and expense records, and send them to the accountant for company accounting
• Manage the inbox, reaching and keeping an inbox-zero system
• Convert existing documents into reusable templates
• Spot repetitive tasks and write clear SOPs for them
• Expand our use of ClickUp by building and improving boards, tasks, and workflows
• Find automation opportunities and build or recommend automated workflows
• Answer 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 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
• Accountable, accurate, and independent
• 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 environment
• Customer or member support experience, including email‑based support
• Experience building FAQs or knowledge bases
• Ready to take on multiple projects at once
• Strategic mindset and the ability to recommend process improvements without being asked

Why Join Us

This is a chance to build the operational backbone of a growing business and see the impact of your work firsthand. You'll work closely with a supportive, hands‑on founder who values initiative and trusts you to work on your own. There's real room to grow as your responsibilities expand over time.