Virtual Operations & Scheduling Pro for Field Services

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

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