Administrative Assistant - Virtual

March 19

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Celeste

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Celeste is a company that supports new and scaling businesses in enhancing their operations and improving customer experiences. Through their innovative solutions, Celeste aims to help organizations boost their metrics, retain customers, and accelerate growth. They focus on building effective teams for businesses looking to optimize their performance and drive success.

Staffing • Outsourcing • Customer Success • Customer Onboarding • Virtual Assistants

2 - 10 employees

Founded 2023

🤝 B2B

⚡ Productivity

☁️ SaaS

📋 Description

• The Assistant Office Administrator will work closely with the Bookkeeper and the Office Operations Manager to support general business tasks that ensure smooth day to day operations for the team. • Reporting directly to the Office Operations Manager, the role will oversee a diverse set of projects. • The role will help with business development (prepare client proposals, CRM maintenance), job setups (scheduling work calendar and travel arrangements), KPI reporting. • In addition, this role will partner with the broader team to work on ad hoc projects and additional admin tasks as needed. • Prepare proposals for slicing works and assist with proposals for non-slicing works. • Review and complete next week’s job checklist in Trello. • Review job descriptions and instructions for accuracy and clarity. • Set up next week’s jobs in TripTrack, including cutting lists. • Assist with crew and company inductions as required. • Collect and review induction documents weekly to ensure compliance. • Complete and submit weekly KPI reports. • Review Trello job backlog and assess upcoming jobs for the next two weeks. • Stay up to date with the current week's Jobs in Progress. • Prepare and distribute map locations for the next two weeks of jobs. • Maintain job records in the CRM, including purchase orders and job costs. • Monitor employee license, police check, and working with children check expiry dates. • Notify the Operations Office Manager of upcoming renewals. • Order new clothing and company merchandise as needed. • Monitor the office email inbox and forward relevant emails to the appropriate person. • Plan, coordinate, and organise travel jobs, including logistics and accommodations as needed. • Develop and maintain Standard Operating Procedures (SOPs) for your role and other key processes.

🎯 Requirements

• Legally eligible to work in the Philippines. • Strong fluency in verbal and written English. • As an independent contractor, you must have your own laptop / computer and secure, high speed, secure internet access. • 2+ years in an Administrative or Operations role (or similar) leading customer facing projects. • Proficiency with Google Suite, Trello and CRM systems. • A great communicator who’s comfortable with emails, calls, and problem-solving on the fly. • A go-getter who’s ready to roll up their sleeves and make things happen. • Most importantly, someone who’s positive, adaptable, and puts customers first!