VASL

Role Description We are seeking a highly organized and detail-oriented Operations & Administrative Coordinator to support daily business operations and communication workflows. The role primarily focuses on managing emails, maintaining records, coordinating with internal teams, and ensuring smooth execution of operational tasks. This position requires someone who can handle multiple priorities, stay organized in a fast-paced environment, and proactively support both operations and client communication. Role and Responsibilities Core Responsibilities (Initial Phase): - Monitor and manage emails, client communications, and internal channels (including chats and Zingle) - Assist in drafting, reviewing, and responding to emails - Perform data entry and maintain accurate records across systems - Schedule messages, reminders, and follow-ups, ensuring timely confirmations - Support staffing managers with event-day logistics (check-ins and check-outs) - Prepare and send client quotes using existing workflows and tools - Schedule and manage follow-up communications with clients - Draft and prepare contracts as required - Work extensively with Zoho One (especially Books and CRM) to manage and streamline operations Secondary Responsibilities (Growth Phase): - Support sales pipeline management and client follow-ups - Handle advanced CRM and contract management tasks - Provide broader administrative and executive support - Assist with basic marketing tasks and process documentation - Identify opportunities to improve workflows and operational efficiency Qualifications - Bachelor’s degree in Business Administration, Management, or a related field (preferred) - 1–3 years of experience in operations, administration, or a similar role - Strong written and verbal communication skills - Experience with CRM systems, preferably Zoho One (Books & CRM) - Excellent organizational and multitasking abilities

Title: Sales and Administrative Virtual Assistant Job Type: Full-Time, Remote Timings: 4 PM - 1 AM (Pakistan Standard Time) Overview: We are seeking a highly organized and proactive Virtual Assistant to support the Owner and Operations Team of a growing event staffing company. This role blends executive assistance, sales support, operations coordination, data management, and light marketing support. The ideal candidate is detail oriented, tech savvy, and comfortable managing multiple communication channels, systems, and priorities in a fast paced environment. Key Responsibilities 1. Owner Support (Sales, Executive, and Administrative): Support the Owner with sales pipeline management, administrative coordination, and client follow ups. Sales Pipeline Management - Monitor quotes and remind the owner when follow ups are due - Add and organize new leads in Zoho CRM - Track quote aging to prevent opportunities from going stale - Send light follow up emails to prospective clients Administrative Support - Draft outreach emails to venues, planners, and repeat clients - Compile segmented client lists for promotions and campaigns - Assist with proposal templates and sales materials - Conduct light research on competitors, venues, and event opportunities Contracts & Quotes - Draft quotes using internal pricing guidelines and AI tools - Convert quotes into contracts and prepare them for client signature via Zoho Sign - Ensure signed agreements are properly filed and tracked - Monitor contract status and notify the team when agreements are completed Data Entry & Organization - Enter and update client, lead, and event data in Zoho systems - Maintain organized digital records, files, and contact lists - Assist with data cleanup and organization projects across company systems 2. Staffing & Operations Support Provide administrative and communication support to the staffing team using Ubeya, Zingle, email, and internal workflows. Daily Operations - Send client reminders and confirmations for upcoming events - Follow up with staff for shift confirmations and reminders - Monitor and organize Zingle and email communications; respond when appropriate and escalate time sensitive issues to management - Monitor Ubeya Staff Chat for staff questions and respond when able - Monitor Zingle for urgent issues, staff call outs, and client inquiries requiring a response - Assist with resolving staffing or scheduling questions - Contact clients to confirm event details such as timelines, parking, and meeting locations - Ensure event and staffing records remain accurate across systems Recruiting Support - Review job applicants and send interview scheduling messages - Re engage past candidates and assist with recruiting outreach - Maintain candidate and staff records Data Entry & System Updates - Update staffing records, event details, and staff notes across systems - Ensure Ubeya event data aligns with internal tracking lists - Assist with internal data cleanup and record organization 3. Marketing & Social Media Support Assist with basic marketing tasks and digital presence. - Create and schedule social media content - Draft captions, testimonials, and promotional posts - Help manage social media accounts and engagement - Track website quote requests and tag leads in the CRM - Assist with light marketing materials and content organization

Title: Sales and Aministrative Virtual Assistant Job Type: Full-Time, Remote Timings: 4 PM - 1 AM (Pakistan Standard Time) Overview: We are seeking a highly organized and proactive Virtual Assistant to support the Owner and Operations Team of a growing event staffing company. This role blends executive assistance, sales support, operations coordination, data management, and light marketing support. The ideal candidate is detail oriented, tech savvy, and comfortable managing multiple communication channels, systems, and priorities in a fast paced environment. Key Responsibilities 1. Owner Support (Sales, Executive, and Administrative): Support the Owner with sales pipeline management, administrative coordination, and client follow ups. Sales Pipeline Management - Monitor quotes and remind the owner when follow ups are due - Add and organize new leads in Zoho CRM - Track quote aging to prevent opportunities from going stale - Send light follow up emails to prospective clients Administrative Support - Draft outreach emails to venues, planners, and repeat clients - Compile segmented client lists for promotions and campaigns - Assist with proposal templates and sales materials - Conduct light research on competitors, venues, and event opportunities Contracts & Quotes - Draft quotes using internal pricing guidelines and AI tools - Convert quotes into contracts and prepare them for client signature via Zoho Sign - Ensure signed agreements are properly filed and tracked - Monitor contract status and notify the team when agreements are completed Data Entry & Organization - Enter and update client, lead, and event data in Zoho systems - Maintain organized digital records, files, and contact lists - Assist with data cleanup and organization projects across company systems 2. Staffing & Operations Support Provide administrative and communication support to the staffing team using Ubeya, Zingle, email, and internal workflows. Daily Operations - Send client reminders and confirmations for upcoming events - Follow up with staff for shift confirmations and reminders - Monitor and organize Zingle and email communications; respond when appropriate and escalate time sensitive issues to management - Monitor Ubeya Staff Chat for staff questions and respond when able - Monitor Zingle for urgent issues, staff call outs, and client inquiries requiring a response - Assist with resolving staffing or scheduling questions - Contact clients to confirm event details such as timelines, parking, and meeting locations - Ensure event and staffing records remain accurate across systems Recruiting Support - Review job applicants and send interview scheduling messages - Re engage past candidates and assist with recruiting outreach - Maintain candidate and staff records Data Entry & System Updates - Update staffing records, event details, and staff notes across systems - Ensure Ubeya event data aligns with internal tracking lists - Assist with internal data cleanup and record organization 3. Marketing & Social Media Support Assist with basic marketing tasks and digital presence. - Create and schedule social media content - Draft captions, testimonials, and promotional posts - Help manage social media accounts and engagement - Track website quote requests and tag leads in the CRM - Assist with light marketing materials and content organization