Operations and Finance Support Virtual Assistant

Tavor Perry; San Fernando; Remote; PHP 841,000 - 1,682,000; Full time

Job summary

Tavor Perry is seeking a highly organized Operations and Finance Support Virtual Assistant to manage day-to-day internal operations and routine finance tasks. The role focuses on accuracy with client records, invoices, and financial data in Excel/Google Sheets, supporting management, and maintaining clean systems.

You will oversee onboarding, email communication, and coordination across the team while building scalable processes for long-term growth in a fast-moving company.

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 in numbers, invoices, and 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 and good camera/mic for meetings.

Responsibilities

• Publish and manage job posts across multiple platforms.
• Onboard new clients: emails, information collection, system setup.
• Send professional client emails as part of ongoing account administration.
• Coordinate with VAs and internal team on updates, schedules, and processes.
• Manage tasks, deadlines, and workflows in Asana: create tasks, assign owners, update statuses.
• Maintain and update records in Airtable: add records, ensure data accuracy.
• Prepare and maintain daily operational reports and trackers.
• Support senior management with administrative and operational tasks.
• Help improve internal workflows and processes over time.

Skills

Excel

Google Sheets

Formulas

Filters

Sorting

Data validation

Pivot tables

Large datasets handling

Email communication

Organizational skills

Tools

Asana

Airtable

Excel

Google Sheets

Job description

Job Summary

We're putting out a call for a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our day-to-day internal operations and handle routine finance tasks. The role is heavily spreadsheet-based, so accuracy matters here more than almost anything: you'll be working with client records, invoices, and financial data where a single wrong number has real consequences. You'll work closely with management, keep our internal systems clean and up to date, and help keep daily operations running smoothly. This is an excellent opportunity for someone who wants to grow quickly, take on increasing responsibility, and build a long-term role in a fast-growing company.

Key Responsibilities

Operations and Administration

• Publish and manage job posts across multiple platforms
• Handle the administrative side of new client onboarding, including preparing and sending onboarding emails, collecting required information, and setting clients up correctly in our systems
• Send clear, professional emails to clients as part of ongoing account administration
• Communicate with VAs and internal team members on updates, schedules, and processes
• Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing gets missed
• Maintain and update records in Airtable: adding new records, keeping fields accurate and complete, and making sure data stays consistent across bases
• Prepare and maintain daily reports and operational trackers
• Support senior management with administrative and operational tasks
• Help improve internal workflows and processes over time

Finance Support

• Prepare, send, and record client invoices, and track each one through to payment
• Record new clients and their billing details accurately in our invoicing and finance systems
• Maintain and update finance trackers and records in Excel and Google Sheets
• Assist with monthly reconciliation between payment platforms and internal records
• Support payroll preparation by collecting, checking, and organizing the required data
• Follow up professionally on outstanding or overdue payments
• Organize receipts, confirmations, and supporting documentation
• Flag discrepancies, missing data, or unusual items to management without delay

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

Why Join Us?

• Remote position in a structured, professional working environment
• Long-term opportunity with room for rapid growth
• 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.