Virtual Admin Assistant (Onsite)

Remote Employee BPO has an outstanding opportunity for you!

Role: Virtual Admin Assistant

Compensation: Competitive Basic Salary

Benefits: HMO plus 2 Free Dependents, P1,500 Rice Allowance, Night Differential (If applicable).

Work Schedule: 5-day work week, 8:00 am to 5:00 pm Philippine time

Rest Days: Wednesday and Sunday

Work Setup: WFO (Brgy Saguin, San Fernando, Pampanga)

Role Overview:

We are looking for a highly organized and detail-oriented Virtual Admin Assistant to manage the main admin inbox and support transport administration. The role will focus on email management, booking administration, spreadsheet tracking, and delivery/POD verification. Training will be provided, with the opportunity to take on more responsibility and grow into a long-term key support role.

Key Responsibilities:

Email & Inbox Management

1. Monitor and organize the main admin inbox.
2. Read and understand incoming emails, identify the required action, and respond to routine correspondence.
3. Training will be provided on what can be handled directly versus what needs to be flagged or escalated.
4. Provide accurate responses to routine queries such as delivery updates and POD requests.
5. Ensure emails are properly tagged, addressed, actioned, and thoroughly understood. Nothing important should be missed.

Bookings & T ransport Administration

1. Maintain the bookings sheet, tracking:
2. Where bookings need to be made
3. Confirmation or positive responses received
4. Amendments to original requests
5. Pending actions and follow-ups
6. Use the transport management portal to check deliveries, retrieve PODs, and search consignments.
7. Prepare and update spreadsheets/manifests and maintain accurate job statuses.
8. Follow established procedures when communicating with carriers or transport partners.

Delivery & POD Verification

1. As part of the next stage of training, verify delivery/POD information against a checklist before sharing it with customers.
2. Identify missing or incorrect information and flag it appropriately.
3. No transport industry expertise is required for this task, as training and an onboarding guide will be provided.

Data & Confidentiality

1. Maintain 2–3 key spreadsheets with accurate and up-to-date information.
2. Organize customer, job, and booking information so it can be quickly understood without searching through lengthy email threads.
3. Pay close attention to customer names, suppliers, reference numbers, and consignments, particularly where names are similar.
4. Handle customer information confidentially.
5. If banking or financial information is accidentally received, immediately forward it to the designated internal contact and do not store, process, or use it.

Job Qualifications: 

1. Fluent English with strong written communication skills.
2. Previous experience as a Virtual Assistant, Admin Assistant, Customer Service Representative, or similar role.
3. Experience with high-volume email and administrative processes preferred.
4. MS Excel/Google Sheets skills, including formulas, sorting, filtering, and clean formatting.
5. Comfortable learning new web-based systems and procedures.
6. Highly organized with excellent attention to detail.
7. Able to manage high volumes of information without becoming overwhelmed.
8. Reliable, proactive, and able to follow through on pending tasks.
9. Understanding of logistics, including pickups, deliveries, storage, collections, and drop-offs. Training will be provided.
10. Experience working with AU-based clients is a plus.