Operations VA

Tavor Perry; Gapan; Remote; PHP 180,000 - 300,000; Full time

Job summary

Tavor Perry is seeking a highly organized Operations and Finance Support Virtual Assistant to run day-to-day internal operations and handle routine finance tasks. The role is heavily spreadsheet-based, requiring extreme accuracy with client records, invoices, and financial data.

You will work closely with management, keeping internal systems clean and current, supporting daily operations, onboarding, and financial processes with a growth path in a fast-growing company.

Qualifications

• Strong hands-on experience with Excel and Google Sheets, including formulas, filters, sorting, data validation, pivot tables, and handling large sheets.
• Exceptional attention to detail with numbers, invoices, and client 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.
• Discretion with confidential client and financial information; reliable internet and equipment.

Responsibilities

• Publish and manage job posts on multiple platforms.
• Handle onboarding emails and client setup in systems.
• Send professional emails to clients as part of account administration.
• Keep VAs and internal teams updated on updates, schedules, and processes.
• Manage tasks, deadlines, and workflows in Asana: create tasks, assign owners, update statuses.
• Maintain Airtable records with accurate data across bases.
• Prepare and update daily reports and operational trackers.
• Support senior management with administrative and operational tasks.
• Help improve internal workflows and processes over time.

Skills

Excel

Google Sheets

English communication

Organizational skills

Multitasking

Email drafting

Tools

Asana

Airtable

Job description

Job Summary:

Discover your next role as a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant who runs our day-to-day internal operations and handles routine finance tasks. The work is heavily spreadsheet-based, so accuracy counts here more than almost anything else: you’ll work with client records, invoices, and financial data where one wrong number has real consequences.

You’ll work closely with management, keep our internal systems clean and current, and help daily operations run smoothly.

This is an excellent opportunity for someone who wants to grow quickly, take on more and more responsibility, and build a long-term role in a fast-growing company.

Key Responsibilities:

Operations and Administration

• Publish and manage job posts on 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
• Keep VAs and internal team members up to date on updates, schedules, and processes
• Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing falls through the cracks
• Maintain Airtable records: adding new records, keeping fields accurate and complete, and keeping data consistent across bases
• Prepare and update 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 until it’s paid
• Record new clients and their billing details accurately in our invoicing and finance systems
• Keep finance trackers and records current in Excel and Google Sheets
• Help with the monthly reconciliation of payment platforms against internal records
• Support payroll preparation by gathering, checking, and organizing the needed data
• Follow up professionally on outstanding or overdue payments
• Organize receipts, confirmations, and supporting documents
• Alert management promptly to discrepancies, missing data, or unusual items

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. The 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 handle multiple ongoing tasks without losing track of details
• Ability to multitask and manage priorities in a fast-paced environment
• Discretion and reliability with confidential client and financial information
• Stable internet connection
• Good-quality camera and microphone for meetings and calls
• A 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 begin with core operations, client administration, and routine finance tasks, and quickly gain more responsibility through performance, reliability, and initiative. High performers will have the chance to move 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