Administrative & Operations Support Specialist

This is a remote position. Administrative & Operations Support Specialist (Virtual Assistant) Remote | Philippines | Full-Time Php 45,000 - 55,000/month | 8:00 PM – 5:00 AM PHT (8:00 AM – 5:00 PM ET) | Long-Term Remote Role If you’re a high-performing administrative professional who thrives on operational efficiency, problem-solving, and working with a fast-growing US-based electrical contractor that values proactivity over simple task execution — keep reading. This isn’t a role for a "task-taker" waiting for step-by-step instructions. This is a focused, outcome-driven position where you’ll own the back-office engine, keep administrative operations moving smoothly, and use modern AI tools to enhance daily workflows. Why This Is a Dream Job You’ll be working directly with a prestigious USA-based Commercial Contractor player who: - Champions Innovation:Operates a future-of-work, fast-growing company culture that encourages the use of AI tools like Claude and automations to streamline back-office tasks. - Values Your Growth:Provides access to a dedicated Remote Workmate Client Success Manager (CSM) for ongoing coaching, onboarding support, and performance check-ins. - Respects Your Expertise:Focuses on operational outcomes, proactivity, and strategic workflow improvements rather than micromanaged task lists. - Builds Stability:Looking for a long-term team extension as the business scales, inclusive of a full-time engagement and health insurance benefits. You’ll get career transformation, high-level visibility, and the freedom to optimize operations — without being stuck in a basic administrative rut. What You’ll Be Owning This is a core administrative and operations leadership support role covering billing, purchasing, compliance, and client communications. You aren't just filing papers; you are organizing the operational infrastructure to ensure field staff and leadership are never slowed down by administrative bottlenecks. You’ll take the lead on: - Purchasing & Expense Management:Writing and submitting Purchase Orders (POs) and accurately allocating job numbers to materials, credit card charges, and expenses. - Billing & Compliance:Managing service ticket billing, Certificates of Insurance (COI) requests, and outstanding invoice collections with letterhead-ready formatting. - Payroll & Field Operations Support:Managing the weekly timecard review and collection process (ExakTime), scheduling coordination, and administrative tracking (e.g., parking violations). - Sales Pipeline Maintenance:Keeping sales records and customer touchpoints accurate and up-to-date within HubSpot. - Workflow Optimization & AI Integration:Proactively finding gaps in processes and implementing AI tools (Claude), templates, and automations to cut down manual back-office tasks. - Client & Provider Communication:Serving as a clear, professional point of contact for external clients, vendors, and field teams. Requirements This Role Is a Great Fit If You: - Are an Operational Owner:You don't just wait to be told what to do; you proactively learn workflows, identify bottlenecks, and propose practical improvements. - Are Tech & AI-Adaptable:You are comfortable working across spreadsheets (Excel/Google Sheets), CRM systems (HubSpot), field platforms (ExakTime, Fieldwire), and AI tools like Claude. - Are Comfortable with Ambiguity:You thrive in a fast-paced environment where priorities can shift and you can adapt effortlessly across tasks. - Have 2+ years of experiencein office administration, virtual assistance, or back-office operations (experience in construction or skilled trades is a plus). - Are High-Accountability:You manage multiple recurring deadlines—like payroll and billing—with zero missed targets, taking full ownership of your deliverables. - Communicate with elite fluencyand professional confidence across written and verbal English. What Success Looks Like After 60–90 Days: - The Engine is Fortified:You have taken full ownership of the recurring PO, billing, COI, and weekly payroll support processes with high accuracy and zero missed deadlines. - Operations are Proactive:You are managing outstanding collections, vendor communications, and field schedules independently, surfacing issues before they become problems. - Efficiency is Measured:You have identified and proposed at least one concrete workflow improvement (template, automation, or AI prompt workflow) that saves manual time. - Trust is Earned:Leadership relies on your self-direction and reliability to run back-office administrative functions with minimal daily supervision. Final Word If you’ve ever thought: "I am a world-class administrative professional who can keep complex operations moving, I just want a team that values my proactivity and strategic efficiency," this is that role. Let’s build long-term success — together.

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