Administrative Manager - Virtual Assistant (Office-Based | Clark, Pampanga)

About the Role : We are seeking a professional and experienced Admin Manager Virtual Assistant to oversee daily administrative and operational functions. This role requires a sharp eye for detail, strong time management, and the ability to balance multiple priorities efficiently. The ideal candidate has 5+ years of experience as an Administrative Manager or Office Manager and at least 3+ years of experience working as a Virtual Assistant or in a BPO environment.

You will work closely with leadership and clients to ensure accurate reporting, smooth workflows, and timely deliverables. This position demands excellent English communication, polished phone etiquette, and strong customer service skills.

Key Responsibilities :

Sales & Reporting

• Track prospects, leads, and closed sales via CRM platforms.
• Monitor conversion rates and calculate closing percentages.
• Track sales cycle timelines (from quote to acceptance).

Administrative & Operational Management

• Prepare and review finish schedules with clients, ensuring all details are complete and accurate.
• Request, compile, and manage material quotes from vendors.
• Oversee quarterly insurance reviews, ensuring policies are up to date and properly documented.

Schedule Management

• Manage calendars, appointments, and bookings for estimates, meetings, and calls.
• Coordinate business, personal, travel, and networking schedules.
• Prioritize and block time for high-focus activities.

Client Invoicing & Payment Follow-Ups

• Generate and send invoices (35 per week) based on approved quotes and receipts.
• Track payments, balances, and expenses for accuracy.
• Send ACH payment links and reminders, with timely follow-ups via phone and email.
• Provide professional, client-focused communication when addressing billing inquiries.

Qualifications :

• 5+ years of proven experience as an Administrative Manager or Operations Manager.
• 3+ years of experience as a Virtual Assistant or in a BPO setup.
• Excellent English communication skills (written and spoken).
• Strong phone etiquette and professional customer service skills.
• Proactive, detail-oriented, and able to meet deadlines consistently.
• Strong knowledge of Google Workspace and Excel.
• Familiarity with CRM tools, QuickBooks, or similar platforms (preferred).
• Ability to work independently and handle sensitive information with discretion.