Operations Manager

Hey Lieu; Metro Manila; Hybrid; USD 20,000 - 40,000; Full time

Job summary

A fast-growing virtual assistant company seeks an Operations Manager to lead a team of over 25 virtual assistants. The successful candidate will oversee operations, ensure quality control, and improve workflows while leveraging tools like Google Sheets and Hubstaff. Join this remote team and contribute to building a world-class support ecosystem.

Qualifications

• 2+ years of experience in operations or project management, preferably in a VA or BPO setting.
• Expertise in Google Sheets (conditional formatting, VLOOKUP).
• Excellent English communication skills, both written and verbal.

Responsibilities

• Oversee daily operations of a distributed VA team.
• Conduct regular 1:1 check-ins with virtual assistants.
• Manage weekly timekeeping cycles and payroll reconciliation.

Skills

Organizational skills

Analytical skills

Communication

Training others

Tools

Google Sheets

Hubstaff

Rippling

ClickUp

Discord

Job description

We are a fast-growing virtual assistant company that supports small-to-medium businesses across the US. We pride ourselves on operational excellence, proactive communication, and high-performance remote teams. Join us in shaping a world-class support ecosystem from the ground up.

Position Overview

We are seeking a detail-oriented Operations Manager to lead and manage a team of 25+ virtual assistants across various client accounts. This role involves deep accountability for timekeeping, payroll coordination, operational compliance, and general team oversight. You will be responsible for upholding rigorous quality control standards using spreadsheets and manual review processes to ensure data accuracy.

Key Responsibilities

• Oversee daily operations of a distributed VA team, serving as the main point of contact for performance, attendance, and task-related concerns.
• Conduct regular 1:1 check-ins with virtual assistants and escalate client or internal issues when needed.
• Scrub multiple spreadsheet trackers weekly for attendance, productivity, overtime (OT), and energy hours using manual validation and formula-based processes .
• Audit and update time logs using Hubstaff exports, conditional formatting rules, and Google Sheet formulas.
• Validate OT claims by cross-referencing submitted forms, Hubstaff hours, and documented deliverables.
• Manage weekly timekeeping cycles, including VA submissions, internal reviews, and payroll reconciliation every Monday–Wednesday.
• Train VAs on compliance with new timesheet submission formats and ensure accountability through spreadsheet-based audits.
• Support onboarding of new hires, including access setup (Discord, Hubstaff, Rippling, etc.) and first-week tracking.
• Enforce communication protocols (e.g., the 5-minute acknowledgment rule) in Discord and email across the team.
• Contribute to internal documentation (SOPs, attendance policies) and recommend improvements to timekeeping workflows.

Required Qualifications

• 2+ years of experience in operations or project management , preferably in a VA or BPO setting
• Expertise in Google Sheets , including conditional formatting, VLOOKUP, formulas, filtering, and version control
• Experience managing complex multi-tab spreadsheets and attendance validation workflows
• Familiarity with time tracking tools like Hubstaff ; ability to reconcile discrepancies from exported data
• Strong organizational and analytical skills with a high level of accuracy and attention to detail
• Excellent English communication skills, both written and verbal
• Comfortable working independently and proactively escalating issues
• Ability to train others on spreadsheet processes and enforce timekeeping protocols

Preferred Qualifications

• Experience with platforms such as Rippling , ClickUp , and Discord
• Understanding of remote work best practices and contractor-based compliance
• Familiarity with performance management and incentive tracking based on attendance or productivity

Contract Terms

• Weekly timesheet validation required
• Payroll is processed bi-weekly every other Wednesday , with cutoffs on Sundays