Virtual Operations Assistant

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.