Operations VA

Job Summary: We have an opening for a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our daily internal operations and take on routine finance tasks. The role is heavily spreadsheet-driven, so accuracy ranks above nearly everything else: you'll be working with client records, invoices, and financial data where one wrong figure carries real consequences. You'll work hand in hand with management, keep our internal systems clean and current, and help our daily operations run smoothly. This is an excellent opportunity for someone who wants to grow fast, take on expanding responsibility, and build a lasting role in a fast-growing company. Key Responsibilities: Operations and Administration

Publish and manage job postings across multiple platforms

Take care of the administrative side of new client onboarding, including preparing and sending onboarding emails, gathering required information, and setting clients up correctly in our systems

• Write clear, professional emails to clients as part of ongoing account administration
• Update VAs and internal team members on changes,

schedule

• s, and processes
• Oversee tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing is dropped
• Manage records in Airtable: adding new records, keeping fields accurate and complete, and keeping data consistent across bases
• Produce and maintain daily reports and operational trackers
• Back up senior management with administrative and operational tasks
• Help streamline internal workflows and processes over time

Finance Support

• Prepare, send, and log client invoices, and track each one through to payment
• Set up new clients and their billing details accurately in our invoicing and finance systems
• Update and maintain finance trackers and records in Excel and Google Sheets
• Assist with the monthly reconciliation of payment platforms against internal records
• Contribute to payroll preparation by collecting, checking, and organizing the required data
• Follow up politely and professionally on outstanding or overdue payments
• Keep receipts, confirmations, and supporting documentation organized
• Alert management promptly to discrepancies, missing data, or unusual items

Mandatory Requirements: Strong hands-on experience with Excel and Google Sheets - MUST. You should be at home with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them

• Exceptional attention to detail and a very high standard of accuracy. The role deals with numbers, invoices, and client records, where mistakes are costly
• Excellent written and verbal English communication skills - MUSTAbility to write clear, professional client-facing emails without assistance
• Strong organizational skills and the ability to handle multiple ongoing tasks without losing sight of details
• Ability to multitask and juggle priorities in a fast-paced environment
• Discretion and trustworthiness when handling confidential client and financial information
• Stable internet connection
• Good-quality camera and microphone for meetings and calls
• Professional, proactive, and dependable work ethic
• Preferred Skills: Earlier experience as a Virtual Assistant
• Experience with Asana or similar project management tools
• Experience with Airtable or similar database tools
• Background in bookkeeping, invoicing, payroll support, or accounts receivable
• Working knowledge of online job platforms, CRM tools, or payment platforms

Growth Opportunity: This role is set up for someone who wants to grow alongside the company. You'll begin with core operations, client administration, and routine finance tasks, and take on more responsibility quickly as you show performance, reliability, and initiative. High performers will have the chance to move up into more senior operational, coordination, or finance roles. Why Join Us? Remote position in a structured, professional working environment

• Long-term role with room for rapid growth
• Work alongside an international team in the recruitment and VA placement industry
• Develop valuable skills across operations, client administration, finance, and business systems

If you're organized, accurate, detail-obsessed, and ready to grow with a dynamic company, apply now and help us take our operations to a higher level!