Operations Assistant VA

vamasters, Inc.; Carcar; Remote; PHP 279,000 - 469,000; Full time

Job summary

vamasters, Inc. is seeking a highly detail-oriented Operations & Administrative Virtual Assistant to support daily operations for a growing custom apparel business.

You will handle order intake, production tracking, and client records, ensuring accuracy across forms, shipments, and invoices while maintaining CRM and project boards. The role requires independent work, proactive problem-solving, and timely execution without constant supervision.

Qualifications

• Exceptional attention to detail with error-catching before issues arise.
• Proven background in administrative and operations support.
• Strong organizational skills to manage multiple moving parts.
• Comfortable with data entry and CRM or project-management tools.
• Excellent written and verbal English communication skills.
• Quick learner with good judgment and initiative.
• Able to work independently without constant instruction.

Responsibilities

• Fill out detailed client and production forms with accuracy.
• Assist production workflows from order intake to final delivery.
• Monitor materials, shipments, and inventory.
• Keep CRM and project boards current with client info, orders, shipments, and production status.
• Ensure records across internal systems are up to date.
• Log invoices and basic financial data; manage payments and follow-ups.
• Oversee calendar, set up meetings, and meet deadlines.
• Draft responses for inbox, send reminders, and manage client follow-ups.
• Maintain organized team to-do lists; prevent dropped tasks.
• Identify workflow gaps and solve issues before they grow.
• Assist with e-commerce order updates when needed.

Skills

Attention to detail

Administrative support

Organizational skills

Data entry & CRM tools

English communication

Independent worker

Multitasking

Tools

Monday.com

QuickBooks Online

Shopify

Job description

Job Summary

Our team is ready for a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. You'll be at the heart of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are constantly in motion and accuracy has real financial stakes. The best person for this role works independently, anticipates problems before they appear, and gets things done without fuss.

Key Responsibilities

• Fill out detailed client and production forms with complete accuracy

• Assist production workflows from the moment an order arrives until final delivery

• Monitor incoming and outgoing materials, shipments, and inventory

• Keep the CRM and project boards current with client information, orders, shipments, and production status

• Ensure records across all internal systems are accurate, complete, and up to date

• Log invoices and basic financial data, and stay on top of payments, follow-ups, and outstanding balances

• Oversee the calendar, set up meetings, and make sure deadlines are met

• Watch the inbox, draft responses, send reminders, and manage client follow-ups

• Maintain organized team to-do lists so no task is dropped

• Find gaps in workflows and solve issues before they grow

• Lend a hand with e-commerce order updates when required

Mandatory Skills

• Exceptional attention to detail, with a knack for catching errors before they turn costly

• Proven background in administrative and operations support

• Strong organizational skills and the capacity to keep many moving parts under control

• Comfortable with data entry and CRM or project-management tools

• Excellent written and verbal English communication skills

• Quick learner with strong common sense and good judgment

• Consistent, accurate, and comfortable working unsupervised without constant instruction

Preferred Skills

• Experience with Monday.com or a comparable CRM/project-management platform

• QuickBooks Online experience, including invoicing and basic financial data entry

• Background in inventory, order tracking, or logistics coordination

• Familiarity with Shopify order management

• Prior experience with a fashion, apparel, retail, or production-based business

• Experience with US-based businesses

• Capable of running multiple projects side by side

Why Join Us

This role comes with a genuine growth path. The scope starts deliberately focused, and the plan is to widen it for the right person as they show what they can do. There's no busywork here: each form, shipment, and record you handle has a direct effect on production and client satisfaction. We prize initiative and ownership, and you'll be trusted to manage your own workflows rather than wait to be told.