Virtual Admin Assistant (Onsite)

Remote Employee BPO Phil Inc; San Fernando; On-site; PHP 246,000 - 335,000; Full time

Benefits offered by this job

HMO + 2 dependents

Rice allowance

Night differential

Job summary

Remote Employee BPO is seeking a highly organized Virtual Admin Assistant to manage the main admin inbox, bookings, and delivery verification. The role focuses on email management, booking administration, spreadsheet tracking, and POD verification with training provided.

The position offers a 5-day work week (8:00 am–5:00 pm Philippine time) and is based on-site in San Fernando, Pampanga. Growth opportunities exist as you take on more responsibilities in the long term.

Qualifications

• Fluent English with strong written communication.
• Experience as Virtual Assistant or Admin role.
• Experience with high-volume email and admin processes preferred.
• MS Excel/Google Sheets skills incl. formulas, sorting, filtering.
• Highly organized with strong attention to detail.
• Able to manage large volumes of information without getting overwhelmed.
• Willing to learn new systems; training provided.
• Knowledge of logistics including pickups, deliveries, and storage is a plus.

Responsibilities

• Monitor and organize the main admin inbox and respond to routine queries.
• Maintain bookings sheet and track confirmations, amendments and follow-ups.
• Use transport portal to check deliveries, retrieve PODs, and update statuses.
• Prepare and update spreadsheets/manifests with accurate job statuses.
• Handle customer information confidentially and follow data-protection rules.

Skills

Fluent English

Highly organized

Attention to detail

Proactive communicator

High-volume email handling

Time management

Tools

MS Excel

Google Sheets

Job description

Remote Employee BPO has an outstanding opportunity for you!

Role: Virtual Admin Assistant

Compensation

Competitive Basic Salary

Benefits

• HMO plus 2 Free Dependents
• P1,500 Rice Allowance
• Night Differential (If applicable)

Work Schedule

5-day work week, 8:00 am to 5:00 pm Philippine time

Rest Days

Wednesday and Sunday

Work Setup

WFO (Brgy Saguin,San Fernando, Pampanga)

Role Overview

We are looking for a highly organized and detail-oriented Virtual Admin Assistant to manage the main admin inbox and support transport administration. The role will focus on email management, booking administration, spreadsheet tracking, and delivery/POD verification. Training will be provided, with the opportunity to take on more responsibility and grow into a long-term key support role.

Key Responsibilities

Email & Inbox Management

1. Monitor and organize the main admin inbox.
2. Read and understand incoming emails, identify the required action, and respond to routine correspondence.
3. Training will be provided on what can be handled directly versus what needs to be flagged or escalated.
4. Provide accurate responses to routine queries such as delivery updates and POD requests.
5. Ensure emails are properly tagged, addressed, actioned, and thoroughly understood. Nothing important should be missed.

Bookings & Transport Administration

1. Maintain the bookings sheet, tracking:
2. Where bookings need to be made
3. Confirmation or positive responses received
4. Amendments to original requests
5. Pending actions and follow-ups
6. Use the transport management portal to check deliveries, retrieve PODs, and search consignments.
7. Prepare and update spreadsheets/manifests and maintain accurate job statuses.
8. Follow established procedures when communicating with carriers or transport partners.

Delivery & POD Verification

1. As part of the next stage of training, verify delivery/POD information against a checklist before sharing it with customers.
2. Identify missing or incorrect information and flag it appropriately.
3. No transport industry expertise is required for this task, as training and an onboarding guide will be provided.

Data & Confidentiality

1. Maintain 2–3 key spreadsheets with accurate and up-to-date information.
2. Organize customer, job, and booking information so it can be quickly understood without searching through lengthy email threads.
3. Pay close attention to customer names, suppliers, reference numbers, and consignments, particularly where names are similar.
4. Handle customer information confidentially.
5. If banking or financial information is accidentally received, immediately forward it to the designated internal contact and do not store, process, or use it.

Job Qualifications

1. Fluent English with strong written communication skills.
2. Previous experience as a Virtual Assistant, Admin Assistant, Customer Service Representative, or similar role.
3. Experience with high-volume email and administrative processes preferred.
4. MS Excel/Google Sheets skills, including formulas, sorting, filtering, and clean formatting.
5. Comfortable learning new web-based systems and procedures.
6. Highly organized with excellent attention to detail.
7. Able to manage high volumes of information without becoming overwhelmed.
8. Reliable, proactive, and able to follow through on pending tasks.
9. Understanding of logistics, including pickups, deliveries, storage, collections, and drop-offs. Training will be provided.
10. Experience working with AU-based clients is a plus.