Virtual Assistant Finance and Operations (PHP)

The Recruiter; Philippines; Remote; PHP 276,000 - 413,000; Part time

Job summary

The Recruiter in the Philippines seeks a part-time Virtual Assistant to support finance administration and coordinate with factories and suppliers. You will maintain purchase orders, invoices, product costs, budgets, and management reports, ensuring records are accurate and up-to-date.

Responsibilities include liaising with partners on schedules, creating purchase orders, processing bills and invoices in Xero, performing bank reconciliations, and preparing monthly P&L reports for directors.

Qualifications

• Xero certification with advanced invoicing, bills, bank reconciliations and reporting.
• Excellent business English, written and spoken, with clear pronunciation for calls with international suppliers.
• Strong spreadsheet skills and experience preparing financial reports, budgets and cost tracking.
• Experience in purchasing, supplier administration, bookkeeping, or finance operations.

Responsibilities

• Liaise with manufacturing partners and suppliers regarding production schedules, lead times, order progress, and delivery updates.
• Create and issue purchase orders, maintain accurate records, and follow up on outstanding orders.
• Process supplier bills and customer invoices in Xero, and complete bank reconciliations.
• Track accounts payable and receivable, including overdue items and upcoming payment dates.
• Match factory invoices against purchase orders and investigate discrepancies.
• Maintain cost of goods sold (COGS) and product pricing records in spreadsheets and Xero.
• Maintain a budget tracker showing planned, committed, and actual expenditure, flagging significant variances.
• Prepare monthly and quarterly profit and loss (P&L) reports for directors, highlighting significant changes.
• Compile monthly director expense reports, check receipts, code expenses in Xero, and flag missing information or unusual items.

Skills

Business English

Spreadsheet skills

Purchasing experience

Finance operations experience

Tools

Xero

Job description

This company supports footwear brands with product design, development, sourcing, and manufacturing. They emphasize clear communication, accurate cost information, and dependable follow-up.

Role Summary

The Virtual Assistant will provide support for finance administration and coordinate with factories and suppliers. This role involves maintaining accurate and up-to-date records for purchase orders, invoices, product costs, budgets, and management reports.

Key Responsibilities

• Liaise with manufacturing partners and suppliers regarding production schedules, lead times, order progress, and delivery updates.
• Create and issue purchase orders, maintain accurate records, and follow up on outstanding orders.
• Process supplier bills and customer invoices in Xero, and complete bank reconciliations.
• Track accounts payable and receivable, including overdue items and upcoming payment dates.
• Match factory invoices against purchase orders and investigate discrepancies.
• Maintain cost of goods sold (COGS) and product pricing records in spreadsheets and Xero.
• Maintain a budget tracker showing planned, committed, and actual expenditure, flagging significant variances.
• Prepare monthly and quarterly profit and loss (P&L) reports for directors, highlighting significant changes.
• Compile monthly director expense reports, check receipts, code expenses in Xero, and flag missing information or unusual items.

Required Qualifications

• Current Xero certification with advanced practical experience in invoicing, bills, bank reconciliations, and reporting.
• Excellent business English, both written and spoken, with clear pronunciation for calls with international suppliers and colleagues.
• Strong spreadsheet skills and experience preparing financial reports, maintaining budgets, and tracking costs or pricing.
• Experience in purchasing, supplier administration, bookkeeping, or finance operations.

Preferred Skills

• Experience in footwear, consumer products, manufacturing, or international supplier coordination.

Soft Skills & Attributes

• Excellent attention to detail.
• Ability to work independently.
• Professional handling of confidential financial information.

Compensation

Competitive package

Location & Work Arrangement

Philippines, remote. 16-20 hours per week with agreed working hours that overlap with the UK working day. Ad hoc hours may be needed by prior arrangement.