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.
Originally posted on