VA Desk

Role Description We are seeking a highly organized, proactive, and resourceful Executive Assistant to support the owner of a structural engineering practice, construction company, and rental property portfolio. This role goes beyond traditional administrative support. You will serve as a trusted operational partner responsible for managing daily administrative responsibilities, improving business processes, coordinating communications, and helping build scalable systems across multiple businesses. The ideal candidate enjoys bringing order to complexity, takes initiative without constant supervision, and is passionate about improving workflows that enable business growth. Key Responsibilities - Executive & Administrative Support - Manage and organize executive email communications. - Prioritize incoming requests and daily administrative tasks. - Maintain calendars, appointments, and meeting schedules. - Prepare meeting agendas, notes, and follow-up action items. - Organize digital files, documents, and business records. - Draft correspondence, reports, and internal documentation. - Coordinate administrative activities across multiple business entities. - Handle confidential information with professionalism and discretion. - Property Management Support - Respond to tenant inquiries in a timely and professional manner. - Coordinate maintenance requests with vendors and contractors. - Schedule property inspections and maintenance activities. - Maintain property-related documentation and records. - Assist with rental administration and operational coordination. - Support the implementation of systems that improve property management efficiency. - Relationship & Communication Management - Serve as a professional point of contact for clients, tenants, vendors, and business partners. - Conduct follow-up communications as directed. - Monitor inboxes to ensure timely responses and task completion. - Maintain organized communication records. - Help uphold a high standard of professionalism across all interactions. - Business Operations & Process Improvement - Create, document, and maintain Standard Operating Procedures (SOPs). - Identify inefficiencies and recommend process improvements. - Assist in implementing administrative systems and workflows. - Track recurring tasks and operational deadlines. - Support ongoing business organization and scalability initiatives. - Assist with future marketing, sales, and business development projects as business needs evolve. Qualifications - Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant. - Excellent organizational and time management skills. - Strong written and verbal English communication skills. - Exceptional attention to detail. - Ability to manage multiple priorities across different business functions. - Strong problem-solving and critical thinking abilities. - High level of professionalism and discretion when handling confidential information. - Self-motivated and able to work independently in a remote environment. - Comfortable adapting to evolving business needs and priorities. Requirements - Technical Skills (Required or Strong Advantage) - Google Workspace / Microsoft Office - Email and calendar management - Document organization and file management - Standard Operating Procedure (SOP) documentation - Project management tools - Property management software - CRM systems - Canva (basic document or presentation creation) - DocuSign or electronic signature platforms - Nice-to-Have - Experience supporting executives managing multiple businesses. - Background in construction, engineering, real estate, or property management. - Experience coordinating vendors and contractors. - Process improvement or operations management experience. - Project coordination experience. - Basic bookkeeping or administrative accounting knowledge. - Experience creating business documentation and SOPs. - Familiarity with rental property operations. Work Ethic & Behavioral Expectations - Highly organized and dependable. - Proactive and able to anticipate needs before they arise. - Detail-oriented with a strong commitment to accuracy. - Professional, courteous, and an excellent communicator. - Resourceful and solutions-focused when addressing challenges. - Comfortable managing multiple priorities in a fast-paced environment. - Adaptable to changing business needs and willing to take on new responsibilities. - Committed to maintaining confidentiality and exercising sound judgment. - Takes ownership of assigned work and consistently follows through to completion. - Continuously seeks opportunities to improve systems, processes, and operational efficiency.

Role Description We are seeking a highly reliable, organized, and customer-focused Virtual Assistant to support the day-to-day administrative and customer service operations of a growing HVAC company during its busiest season. This role is designed to directly improve customer responsiveness, streamline scheduling and dispatch coordination, and reduce the administrative workload on the internal team. You will act as a key operational support point between customers, office staff, and field technicians. This is a high-responsibility support role requiring strong communication skills, attention to detail, and the ability to manage real-time coordination tasks such as scheduling, customer follow-ups, and service dispatch support. The role begins as part-time (20 hours/week) with structured training and is expected to transition into a full-time operational support role within approximately two months as processes are stabilized and documented. Qualifications - 1–3+ years experience in customer service, administrative support, dispatch coordination, or virtual assistance - Strong spoken and written English communication skills (clear, calm, professional tone) - Experience handling customer-facing communication (phone and email) - Highly organized with strong attention to scheduling accuracy and detail - Comfortable working in fast-paced, real-time operational environments - Ability to work independently while following structured processes - Reliable internet connection and stable remote work setup - Willingness to work North America–aligned hours or overlapping shifts Requirements - Experience with Housecall Pro or similar service management platforms (Jobber, ServiceTitan, etc.) - Familiarity with scheduling, dispatching, or field service coordination tools - Comfortable managing business phone systems and email communication platforms - Proficiency with Google Workspace (Docs, Sheets, Calendar) - Basic understanding of workflow tracking and customer service systems Benefits - Part-Time: 20hrs/week (with transition path to 40hrs/week) - Remote work setup - Salary: 260PHP/hr Growth & Transition Support - Begin with structured onboarding under guidance from internal team leadership - Learn and follow established service and scheduling workflows - Gradually take on expanded responsibilities as processes are documented - Support the transition from founder-dependent operations to system-driven workflows - Prepare for full-time transition within approximately 2 months - Ultimately assume the majority of office administrative responsibilities Work Ethic & Behavioral Expectations - Calm and professional when handling customer concerns or urgent requests - Highly responsive and reliable during working hours - Strong sense of ownership over scheduling accuracy and follow-ups - Detail-oriented with a focus on reducing operational errors - Proactive communicator with internal staff and technicians - Comfortable working in a role where priorities can shift quickly - Dependable in high-volume or peak-season workloads

Role Description We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a growing real estate and business development operation focused on market expansion, visibility, and lead generation. This role is centered on structured outreach, marketing support, CRM and automation management, and operational coordination. You will play a key role in building and maintaining relationships in the real estate market while also supporting digital visibility through LinkedIn, content distribution, and GoHighLevel (GHL) automation workflows. This is a growth-oriented position for someone who enjoys both execution and structure-building—someone who can take direction, but also independently manage recurring systems and follow-ups with consistency and precision. The ideal candidate is resourceful, communication-savvy, and comfortable working across outreach, marketing tools, and administrative coordination in a fast-paced environment. Qualifications - 1–3+ years' experience in virtual assistance, sales support, marketing support, or real estate admin roles - Strong written English communication skills (professional, clear, and concise) - Comfortable with outbound outreach (email, LinkedIn, or phone) - Highly organized with strong follow-up discipline - Ability to work independently with minimal supervision - Reliable internet connection and stable remote work setup Requirements - GoHighLevel (GHL) or similar CRM platforms (HubSpot, Salesforce, etc.) - LinkedIn outreach and basic social media management - Email marketing tools and automation workflows - Google Workspace (Docs, Sheets, Drive) - Basic understanding of lead tracking and sales pipelines Nice-to-Have - Real estate industry experience (brokerage, agent support, or lead generation) - Experience in North American client environments - Familiarity with content scheduling tools (Buffer, Later, etc.) - Basic video editing or content repurposing skills - Experience supporting founders or small business owners directly Company Description

• Create, update, and maintain property listings across MLS and related platforms • Communicate with tenants, buyers, or property stakeholders as required • Track real estate transactions from listing to closing stages • Coordinate with vendors for maintenance, repairs, and property services • Maintain structured records for all assigned properties • Organize property documents, leases, and transaction files

• Manage complex calendars and coordinate meetings across multiple stakeholders and time zones • Schedule and reschedule appointments based on shifting priorities • Ensure executives are prepared for meetings with relevant context and materials • Track follow-ups and ensure commitments are actioned • Monitor and manage executive inboxes daily • Prioritize, organize, and flag important messages • Draft professional responses based on provided guidelines • Track ongoing priorities, tasks, and internal initiatives • Ensure deadlines, deliverables, and follow-ups are organized and monitored • Support execution of day-to-day operational needs • Prepare meeting agendas and supporting materials • Take structured meeting notes and document key decisions • Track action items and follow up on completion • Support communication between internal departments (operations, sales, marketing, finance, etc.) • Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required • Assist in resolving coordination gaps between internal and external stakeholders • Conduct research and prepare summaries for decision-making • Assist in organizing reports, documents, and internal files • Support ad hoc operational and strategic tasks as needed

• Assist in the execution of marketing campaigns across email, social media, web, and other channels • Ensure campaign assets are organized, scheduled, and deployed correctly • Support coordination of timelines, deliverables, and publishing schedules • Help maintain consistency across multi-channel campaigns • Schedule and publish content across social media platforms and marketing channels • Organize content calendars and ensure posting consistency • Repurpose existing content into platform-specific formats • Ensure all content aligns with provided brand guidelines and campaign direction • Assist in managing social media accounts across platforms • Schedule posts using tools such as Buffer, Hootsuite, Later, or similar • Monitor basic engagement and flag important interactions • Support community interaction based on client guidelines • Assist in setting up and scheduling email campaigns using platforms such as HubSpot, Mailchimp, or similar • Help organize marketing assets including images, copy, and templates • Ensure campaign materials are properly aligned before deployment • Support basic email list segmentation and updates • Assist in updating basic website content and landing pages • Ensure marketing pages reflect current campaigns and offers • Coordinate with designers or developers for asset updates when needed • Support implementation of simple content changes • Track campaign progress and assist in updating marketing timelines • Support basic reporting on content performance and engagement • Help organize marketing data and insights for internal review • Ensure marketing activities remain structured and on schedule • Assist with research, list building, and campaign preparation • Support internal marketing organization and documentation • Help maintain consistency across ongoing marketing initiatives • Provide ad hoc support as marketing needs evolve

• Financial Record Keeping & Data Entry: Record and organize financial transactions in accounting systems or spreadsheets, Ensure all entries are accurate, complete, and properly categorized • Accounts Payable Support: Assist in processing and tracking invoices and vendor payments, Ensure bills and expenses are properly logged and documented • Accounts Receivable Support: Track incoming payments and customer invoices, Update records on payment status and outstanding balances • Bank & Transaction Reconciliation Support: Assist in matching transactions with bank statements and records, Identify and flag discrepancies for review • Financial Documentation & Organization: Organize receipts, invoices, and financial documents, Maintain structured filing systems for financial records

• Set up, maintain, and update CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms • Ensure pipelines, contacts, and deal stages are properly structured and organized • Maintain clean and accurate CRM data across all records • Monitor system usage and ensure consistency across teams • Build and maintain structured pipelines for leads, deals, and customer journeys • Ensure leads are properly tracked through each stage of the CRM • Update deal statuses and ensure accurate reporting visibility • Assist in building and maintaining basic automation workflows within CRM or connected tools • Support trigger-based actions such as follow-ups, notifications, and pipeline updates • Ensure automations are functioning correctly and troubleshoot basic issues • Maintain documentation of workflows and system logic • Assist in connecting CRM tools with other platforms (forms, landing pages, email systems, etc.) • Ensure data flows correctly between systems • Support basic integration troubleshooting and updates • Help maintain consistency across connected tools • Assist in generating reports related to leads, sales activity, and pipeline performance • Identify inconsistencies or missing data and correct or escalate them • Support visibility into system performance and usage • Assist internal teams with CRM-related issues or questions • Implement system updates based on client requirements • Support ongoing improvements to workflows and operational systems

• Respond to customer inquiries via email, chat, or messaging platforms • Provide accurate, timely, and professional responses based on client guidelines • Assist customers with questions, concerns, or service-related issues • Escalate complex or sensitive cases to the appropriate internal team • Manage customer support tickets using platforms such as Zendesk, Freshdesk, or similar systems • Track, update, and resolve support cases in a timely manner • Ensure all customer interactions are properly documented • Follow defined workflows for issue resolution and escalation • Troubleshoot common customer issues based on provided processes • Coordinate with internal teams when resolution requires additional input • Ensure customers receive clear updates throughout the resolution process • Maintain a solution-oriented and professional communication style • Assist customers with order updates, service requests, or account-related questions (if applicable to client) • Ensure accuracy of customer information and requests • Maintain a smooth end-to-end customer experience • Maintain organized records of customer interactions • Assist with basic reporting or tracking of support metrics • Help improve support processes through feedback and observations

• Provide day-to-day administrative assistance to support smooth business operations. • Manage inboxes, organize files and document, and ensure information is properly structured and accessible. • Assist in maintaining internal systems and processes so tasks and communication remain organized and efficient. • Monitor and manage inboxes, ensuring emails are sorted, flagged, and responded to or escalated appropriately. • Draft and send professional responses based on client guidelines, maintaining clear and organized communication. • Manage calendars, schedule meetings, and coordinate appointments across teams or stakeholders. • Maintain accurate and up-to-date records across spreadsheets, CRMs, or internal tools. • Help organize and maintain internal tools, platforms, and documentation. • Track tasks, deadlines, and deliverables using project management tools such as Asana, ClickUp, Trello, or similar platforms.