Operations & Admin Assistant

Job Description This is a remote position. Position Overview We're looking for a proactive, highly organised Operations & Admin Assistant to support sales, customer service, administration, bookkeeping, marketing, and daily business operations. This is a varied role for someone who takes initiative, stays organised, and enjoys helping a growing business run smoothly. The ideal candidate is reliable, detail-oriented, communicates clearly, asks questions when needed, and can help improve processes and systems as the business grows. Key Responsibilities Manage online and email customer enquiries promptly and professionally, following each enquiry through to resolution. Prepare accurate customer quotations, including logistics and freight pricing, and support sales from enquiry through to order, invoicing and follow-up. Provide bookkeeping and financial administration in Xero, including invoicing, reconciliations, payment allocation and accounts receivable support. Maintain the Shopify website, Salesforce records, customer information and marketing databases. Assist with marketing activity across Meta, email and the website, including content creation in Canva. Help select, implement and improve operational systems, workflows, templates, processes and procedures. Maintain accurate, organized business records, including documenting and tracking sales leads, customer follow-ups and outstanding operational actions. Use initiative to identify improvements and undertake other sales, marketing, administrative and operational duties as the role develops. Requirements Key Skills & Experience 3+ years’ experience in administration, operations, sales support, customer service, or similar roles Experience with Xero/bookkeeping and preferably Shopify and Salesforce Strong English communication, organisation, attention to detail, and time management Proactive, reliable, and able to take ownership and manage multiple priorities Experience improving systems, processes, SOPs, workflows, or reporting Comfortable working across sales, marketing, logistics, CRM, and cloud-based tools Experience with Canva, email marketing, or Meta campaigns is an advantage Willingness to learn freight coordination and the business’s products and industries High standards of confidentiality, accuracy, and responsible use of technology and AI Work Environment & Expectations While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment. ✅ This role requires: • Discipline and commitment to set working hours (strict shift times, not flexible) • Use of time tracking software during work hours • Active participation in team and client calls with your camera ON • Consistent availability and responsiveness throughout your shift • Treating this as a long-term, full-time job—not a side gig or freelance task ⏱ Payroll is processed bi-monthly. We’re looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity. If you’re seeking stability and a team that appreciates reliability, we’d love to hear from you. Benefits 1. Monthly Salary: Php 35,000 2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month 3. You will be paid extra for overtime and Philippine public holidays 4. Probation: 6 months , and after Probation 10 days of annual leave credits 5 days of sick leave 5. HMO offered after 6-month probation 6. Eligible for 13th Month Pay after 30 days 7. Annual Salary Review 8. Laptop provided after 30 days 9. Permanent work-from-home role. You will have to use your own internet. 10. SHIFT TIMES: 9:00 AM to 6:00 PM Philippine time, Monday to Friday.