Administrative & Operations Support Specialist

Job Description This is a remote position. Administrative & Operations Support Specialist (Virtual Assistant) Remote | Philippines | Full-Time Php 45,000 - 55,000/month | 8:00 PM – 5:00 AM PHT (8:00 AM – 5:00 PM ET) | Long-Term Remote Role If you’re a high-performing administrative professional who thrives on operational efficiency, problem-solving, and working with a fast-growing US-based electrical contractor that values proactivity over simple task execution — keep reading. This isn’t a role for a "task-taker" waiting for step-by-step instructions. This is a focused, outcome-driven position where you’ll own the back-office engine, keep administrative operations moving smoothly, and use modern AI tools to enhance daily workflows. Why This Is a Dream Job You’ll be working directly with a prestigious USA-based Commercial Contractor player who: Champions Innovation: Operates a future-of-work, fast-growing company culture that encourages the use of AI tools like Claude and automations to streamline back-office tasks. Values Your Growth: Provides access to a dedicated Remote Workmate Client Success Manager (CSM) for ongoing coaching, onboarding support, and performance check-ins. Respects Your Expertise: Focuses on operational outcomes, proactivity, and strategic workflow improvements rather than micromanaged task lists. Builds Stability: Looking for a long-term team extension as the business scales, inclusive of a full-time engagement and health insurance benefits. You’ll get career transformation, high-level visibility, and the freedom to optimize operations — without being stuck in a basic administrative rut. What You’ll Be Owning This is a core administrative and operations leadership support role covering billing, purchasing, compliance, and client communications. You aren't just filing papers; you are organizing the operational infrastructure to ensure field staff and leadership are never slowed down by administrative bottlenecks. You’ll take the lead on: Purchasing & Expense Management: Writing and submitting Purchase Orders (POs) and accurately allocating job numbers to materials, credit card charges, and expenses. Billing & Compliance: Managing service ticket billing, Certificates of Insurance (COI) requests, and outstanding invoice collections with letterhead-ready formatting. Payroll & Field Operations Support: Managing the weekly timecard review and collection process (ExakTime), scheduling coordination, and administrative tracking (e.g., parking violations). Sales Pipeline Maintenance: Keeping sales records and customer touchpoints accurate and up-to-date within HubSpot. Workflow Optimization & AI Integration: Proactively finding gaps in processes and implementing AI tools (Claude), templates, and automations to cut down manual back-office tasks. Client & Provider Communication: Serving as a clear, professional point of contact for external clients, vendors, and field teams. Requirements This Role Is a Great Fit If You: Are an Operational Owner: You don't just wait to be told what to do; you proactively learn workflows, identify bottlenecks, and propose practical improvements. Are Tech & AI-Adaptable: You are comfortable working across spreadsheets (Excel/Google Sheets), CRM systems (HubSpot), field platforms (ExakTime, Fieldwire), and AI tools like Claude. Are Comfortable with Ambiguity: You thrive in a fast-paced environment where priorities can shift and you can adapt effortlessly across tasks. Have 2+ years of experience in office administration, virtual assistance, or back-office operations (experience in construction or skilled trades is a plus). Are High-Accountability: You manage multiple recurring deadlines—like payroll and billing—with zero missed targets, taking full ownership of your deliverables. Communicate with elite fluency and professional confidence across written and verbal English. What Success Looks Like After 60–90 Days: The Engine is Fortified: You have taken full ownership of the recurring PO, billing, COI, and weekly payroll support processes with high accuracy and zero missed deadlines. Operations are Proactive: You are managing outstanding collections, vendor communications, and field schedules independently, surfacing issues before they become problems. Efficiency is Measured: You have identified and proposed at least one concrete workflow improvement (template, automation, or AI prompt workflow) that saves manual time. Trust is Earned: Leadership relies on your self-direction and reliability to run back-office administrative functions with minimal daily supervision. Final Word If you’ve ever thought: "I am a world-class administrative professional who can keep complex operations moving, I just want a team that values my proactivity and strategic efficiency," this is that role. Let’s build long-term success — together.