Virtual Assistant (Operations)

ROLE OVERVIEW:

The Virtual Assistant (VA) shall be responsible for supporting the Company's operational workflows, including sales tracking, invoicing, inventory management, vendor coordination, and documentation upkeep. The VA shall work under the general direction of the Company's designated representative and will be expected to provide structured reporting, maintain trackers and SOPs, and ensure smooth coordination across internal and freelance teams.

WORK ARRANGEMENT:

• Engagement Type: Independent Contractor
• Work Arrangement: Remote (Onsite reporting when needed); Part-time (80-100 hours per month or 20-25 hours per week)
• Tools & Platforms: Collaboration tools, trackers, and communication platforms (e.g., email, chat, video conferencing).
• Availability: Aligned with the clients working hours, with flexibility to attend meetings and coordination sessions as required.

TECHNICAL REQUIREMENT:

• Computer/Laptop: At least Intel i5 equivalent or higher and 8GB RAM or higher.
• Stable Internet Connection: Minimum speed must be 25Mbps (download) and 10Mbps (upload), wired connection is preferred (but not required), and back up connection is a plus.
• Peripherals: Built-in or external webcam, headset with microphone (noise cancelling is a plus)
• Backup power source is a ideal, but not required

COMPENSATION TERMS:

• The Virtual Assistant  shall be compensated at a hourly rate of P300.00
• The maximum monthly billable hours shall not exceed 100 hours (or 25 hrs per week).
• Compensation will be based on actual hours worked, up to the maximum monthly cap.
• Payment shall be processed according to the agreed billing cycle and in accordance with the invoicing guidelines set by the client.

KEY RESPONSIBILITIES:

• Track sales, issue physical sales invoices, and provide daily sales updates.
• Track inventory, reorder timelines, and manage purchase orders.
• Support compliance activities such as FDA/DOH documentation and renewals.
• Maintain and organize digital files and documentation (Google Drive, Dropbox).
• Prepare weekly updates on project progress, sales/inventory levels, and vendor coordination.
• Manage calendars, deadlines, and follow-ups across internal and freelance teams.
• Assist with processing invoices and tracking payments.
• Help keep internal SOPs, trackers, and documentation updated.
• Provide on-the-ground support for live events, community activations, and launches.
• Collaborate cross-functionally with the founders and other team members.

QUALIFICATIONS:

• Bachelors degree in Business Administration, Management, Accounting, or related field preferred.
• At least 2 years of experience in operations, administrative support, or virtual assistant roles.
• Proficiency with Google Workspace, Slack/Notion, Shopify, and basic CRM/email marketing tools.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Good written and verbal communication skills.
• Proactive, resourceful, and able to work with minimal supervision.