Operations VA for Growth-Focused Coaching Firm

REMOTE STAFF, INC.; Makati; Remote; PHP 312,000 - 480,000; Full time

Job summary

REMOTE STAFF, INC. is seeking an experienced Operations Virtual Assistant to manage the operational back-end for our growth-oriented business coaching firm.

You will own client communication channels, tech operations, administrative finances, and content distribution workflows, working directly with leadership to keep inboxes, CRM, payments, and coordination running smoothly. You will draft replies with Claude, review before sending, and ensure accurate names, prices, links and tone.

Qualifications

• Excellent written and spoken English.
• 2+ years as VA/admin or client coordinator.
• Hands-on CRM experience (GoHighLevel preferred, HubSpot or similar).
• Comfortable with Google Workspace: Gmail, Drive, Sheets, Forms.
• Uses ChatGPT or Claude regularly for work.
• Organised and reliable with deadlines, money and confidential client data.
• Curious and self-directed: asks why, finds a better way, teaches themselves.

Responsibilities

• Monitor and reply to WhatsApp chats from dentists, members and leads within 4 business hours.
• Triage the admin inbox: reply, action, forward or flag to Manu or Dr K.
• Draft replies using Claude, then review before sending.
• Send approved WhatsApp templates (event invites, reminders) and track replies.
• Add, update, tag and segment contacts in Tekmatix CRM, and keep pipelines current.
• Log call and session notes after every client touchpoint.
• Build and schedule email and WhatsApp campaigns from approved copy.
• Generate payment links and invoices, and issue tax receipts.
• Send payment reminders and overdue follow-ups, and reconcile payments weekly against the CRM.
• Onboard new coaching members: welcome email, contract follow-up, questionnaire, portal login

Skills

Excellent written and spoken English

2+ years VA/admin experience

CRM experience

Google Workspace proficiency

Familiar with Claude or ChatGPT

Organized and reliable

Curious and self-directed

AI-literate

Tools

GoHighLevel

HubSpot

Tekmatix CRM

Google Workspace

Job description

REMOTE STAFF, INC. is seeking an experienced Operations Virtual Assistant to manage the operational back-end for our growth-oriented business coaching firm.

You will own client communication channels, tech operations, administrative finances, and content distribution workflows, working directly with leadership to keep inboxes, CRM, payments, and coordination running smoothly. You will draft replies with Claude, review before sending, and ensure accurate names, prices, links and tone.