Virtual Operations Assistant (Admin and Payroll - AU Client)

JACSS Dynamic Business Outsourcing Solutions & Services, Inc.; Quezon City; Remote; PHP 446,000 - 893,000; Full time

Job summary

JACSS Dynamic Business Outsourcing Solutions & Services, Inc. is looking for a Virtual Executive Assistant to support the day-to-day administration and operations of a growing field services business.

You will coordinate administrative processes, scheduling, payroll support, reporting, and general business operations. Responsibilities include managing executive inboxes, organizing communications, scheduling meetings, maintaining records, processing payroll via Xero, and delivering client

Qualifications

• Minimum 3 years of experience in a Virtual Assistant or similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal English communication.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and problem-solving ability.
• Proficiency in Microsoft Office, Google Workspace, and cloud-based systems.
• Experience using Xero or similar payroll platforms.
• Previous experience supporting Australian businesses.
• Experience with workforce scheduling or service coordination.
• Experience supporting field service or facilities management businesses.
• Ability to work independently while remaining collaborative.

Responsibilities

• Manage executive inboxes and prioritize communications.
• Reduce email backlog and maintain inbox efficiency.
• Draft and follow up on client, supplier, and internal communications.
• Coordinate meetings, appointments, and calendars.
• Develop and maintain administrative systems and documentation.
• Provide general executive and administrative support.
• Schedule and coordinate repairs, maintenance, and service appointments.
• Allocate work across technicians and subcontractors by availability and location.
• Optimize scheduling to maximize productivity.
• Monitor progress and assist with rescheduling and task allocation.
• Process payroll and payroll-related tasks using Xero.
• Maintain employee and contractor records.
• Assist in payroll verification and timesheet management.
• Gather operational data and prepare client reports and service documentation.
• Maintain reporting records and track deadlines.
• Act as a communication link between management, field teams, clients, and subcontractors.
• Follow up on outstanding actions and client requests.
• Escalate operational issues when needed.
• Support procurement and sourcing activities.
• Contribute to process improvement initiatives.
• Take ownership of additional responsibilities as growth occurs.

Skills

Organizational skills

English fluency

MS Office

Google Workspace

Xero payroll

Australian clients

Scheduling coordination

Independent workstyle

Tools

Xero

Cloud-based systems

Job description

Note: Only applicants residing in Metro Manila will be prioritized for this role

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Virtual Executive Assistant to support the day-to-day administration and operational functions of a growing field services business. This role serves as the central point of coordination for administrative processes, scheduling, communications, payroll support, reporting, and general business operations.

Key Responsibilities

Executive & Administrative Support

• Manage and maintain executive inboxes, prioritizing communications and ensuring timely responses.
• Organize, monitor, and reduce email backlog while maintaining inbox efficiency.
• Draft, respond to, and follow up on client, supplier, and internal communications.
• Coordinate meetings, appointments, and calendar schedules.
• Develop and maintain administrative systems, procedures, and business documentation.
• Provide general executive and administrative support as required.

Operations Scheduling & Workforce Coordination

• Schedule and coordinate rectification works, maintenance jobs, and service appointments.
• Allocate work efficiently across technicians and subcontractors based on availability, capability, geographic location, and job complexity.
• Optimize scheduling to maximize technician productivity and minimize travel downtime.
• Coordinate work distribution across Melbourne-based staff and subcontractors nationwide.
• Monitor job progress and assist with rescheduling, workflow adjustments, and task allocation.

Payroll & Administration Support

• Process payroll and payroll-related administrative tasks using Xero.
• Maintain accurate employee and contractor records.
• Assist in payroll verification and timesheet management.

Reporting & Client Deliverables

• Gather operational data from technicians, subcontractors, and project records.
• Prepare, compile, and deliver client reports and service documentation.
• Maintain accurate reporting records and track deliverable deadlines.

Communication & Stakeholder Management

• Act as a key communication link between management, field teams, clients, and subcontractors.
• Follow up outstanding actions, job updates, and client requests.
• Escalate operational issues, delays, or risks when necessary.

General Business Support

• Assist with ad hoc administrative projects and operational initiatives.
• Support procurement and sourcing activities
• Contribute to business improvement projects and process optimization efforts.
• Take ownership of additional responsibilities as the role evolves with business growth.

Required Qualifications & Skills

• Minimum 3 years of experience in a Virtual Assistant, Executive Assistant, Operations Coordinator, Administrative Coordinator, or similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal English communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and strong problem-solving ability.
• Proficiency in Microsoft Office, Google Workspace, and cloud-based business systems.
• Experience using Xero or similar accounting/payroll platforms.
• Previous experience supporting Australian businesses.
• Experience with workforce scheduling, dispatching, or service coordination.
• Experience supporting field service, trades, facilities management, maintenance, or construction-related businesses.
• Ability to work independently while remaining highly collaborative.