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Experience Level
Experience
Qualifications
Requirements:Demonstrated experience in an administrative capacity. Proficiency in Outlook, CAD, and QuickBooks. Exceptional organizational and time-management abilities. Outstanding written and verbal communication skills. Self-motivated with the ability to work independently and meet deadlines.
About the job
RemoteVA PH is a premier virtual assistance agency dedicated to delivering high-quality administrative support to a diverse clientele across the globe. With a focus on optimizing business operations, we provide reliable and efficient virtual assistance to help our clients thrive.
We are in search of a meticulous Construction Administrator to oversee client communications and invoicing processes. The successful candidate will possess experience in managing emails, preparing invoices, and utilizing essential software tools such as Outlook, CAD, and QuickBooks.
Key Responsibilities:
Professionally and promptly respond to and manage client emails.
Accurately create and send invoices using QuickBooks.
Keep organized records of communications and transactions.
Work collaboratively with the team to ensure a seamless workflow.
About RemoteVA PH
RemoteVA PH is a leading provider of virtual assistance, committed to enhancing operational efficiency for businesses around the world.
Full-time|Remote|Remote — Metro Manila, Philippines
SupportYourApp is seeking an Administration & Operations Specialist who speaks fluent Dutch to join its remote team in Metro Manila, Philippines. This position focuses on a blend of administrative and operational duties, supporting both internal colleagues and external clients in a multicultural, multilingual environment. The company serves technology leader…
Join our dynamic team as an Administrative Specialist, where you will play a pivotal role in enhancing our grant management operations. We are looking for a meticulous and organized individual who can efficiently coordinate projects, manage essential documentation, and facilitate seamless communication with clients. This is a fantastic opportunity for professional growth within a mission-driven organization. Key Responsibilities:Manage daily grant and project workflows, ensuring adherence to deadlines and compliance with all requirements.Maintain organized filing systems and oversee documentation management for grant-related records.Provide exceptional support for client relations through clear, timely, and professional communication.Execute detailed processes and tasks with precision and attention to detail.Perform various administrative functions, including data entry, report preparation, and follow-ups on outstanding items.
About the RoleWe are looking for a meticulous and reliable Administrative & HR Support Specialist to enhance our daily operations within the healthcare sector. This dynamic role integrates hands-on HR administration, recruitment assistance, and overall administrative coordination to guarantee efficient staffing, compliance, and the employee experience across various departments.The perfect candidate will possess prior HR or administrative experience within a healthcare setting, have a solid understanding of payroll and benefits processes, and be adept at coordinating with multiple teams in a fast-paced environment. Key ResponsibilitiesHuman Resources SupportOversee payroll administration tasks, including reviewing timecards and approving PTO requests.Assist with benefits administration, ensuring that new hires are enrolled in available programs and managing employee communications regarding benefits.Facilitate new hire onboarding, which includes:Ensuring all necessary paperwork is completed.Confirming I-9 documentation.Entering employees into the payroll system.Effectively communicating policies and procedures.Maintain and update the employee handbook as policies evolve.Coordinate and monitor daily staffing coverage across departments.Act as a liaison with the credentialing team for provider payer contracts.Assist with employment agreements and related documentation.Coordinate incentive programs and calculate earned bonuses for staff. Recruiting SupportAssist in recruiting efforts for new staff.Conduct initial screening interviews.Coordinate interviews and support hiring workflows. Administrative & Operational SupportPerform additional administrative duties as assigned.Support scheduling oversight and coordination.Assist with organizing and scheduling departmental meetings.Maintain accurate records and documentation across HR and operations.
The Operations and Data Support Administrative Professional is pivotal in enhancing the operational efficiency of a dynamic medical services organization. This role provides extensive administrative, data, and systems support to both internal teams and external clients.Attention to detail is paramount, as the position centers on ensuring data accuracy, facilitating onboarding processes, managing technology systems, and maintaining operational documentation. The ideal candidate should be well-organized, technologically adept, and proficient in navigating various platforms that contribute to delivering exceptional medical services.Key ResponsibilitiesGeneral Administrative & Operational SupportExecute a variety of administrative tasks, including scheduling appointments, managing correspondence, filing, and overseeing document management.Prepare, edit, and format internal documents, forms, and reports with precision.Oversee equipment inventory and liaise with vendors for procurement.Handle sensitive information with utmost professionalism and confidentiality.Assist in organizing internal meetings, corporate events, and communications.Data Entry & ManagementAccurately input, validate, and maintain employee, client, and operational data across various systems.Administer and update data within key platforms, such as:CRM systems (e.g., HubSpot, Salesforce, or similar)Scheduling and workforce management platforms (e.g., Deputy, Workforce)HR and payroll systems (e.g., Employee Navigator, QuickBooks)Conduct regular audits on data to ensure accuracy, completeness, and consistency.Safeguard data security and confidentiality in accordance with HIPAA and organizational policies.Cross-Departmental SupportHuman ResourcesAssist with onboarding and offboarding administrative processes.Maintain employee records, certifications, licenses, and compliance documentation.Track expiration dates for credentials and training.Finance & AccountingHelp with invoice tracking, expense reports, and purchase order documentation.Maintain vendor contract records and payment schedules.Support expense reconciliation and data entry in accounting.Coordinate vendor billing inquiries and follow up on payments.Clinical ServicesAssist clinical operations with scheduling, documentation, and data entry tasks.Keep logs for medical supplies and equipment.Coordinate purchases and manage inventory with vendors.Client Relations / Business DevelopmentFacilitate customer onboarding and maintain documentation for both new and existing clients.Enter and update client records to ensure seamless service delivery.
Job Title: HVAC Office Administrator / Operations CoordinatorLocation: Fully RemoteJob Description: We are seeking an exceptionally organized and detail-oriented individual to oversee the administrative and operational functions of our HVAC company. The ideal candidate will excel at multitasking, meeting deadlines, and ensuring seamless operations. This role demands outstanding communication skills, a proactive mindset, and the ability to manage diverse tasks including job coordination, customer relations, project management, compliance, and marketing efforts.Key Responsibilities:Job Coordination & Documentation: Manage work orders, change orders, submittals, RFIs, and RFPs.Customer & Vendor Communication: Engage with clients, vendors, and contractors through email, phone, and WhatsApp.Project & Office Management: Assist with bids/proposals, track equipment rentals, material purchases, and change orders while maintaining communication with on-site project managers.Compliance & Safety: Support site-specific safety plans and regulatory paperwork management.Marketing & Social Media: Contribute to managing our online presence, customer engagement, and brand visibility.HVAC Plans & Vendor Pricing: Review HVAC plans and specifications, request pricing from vendors, and track all estimates and submittals using Monday.com.PlanSwift & Estimating Support: Utilize PlanSwift for reviewing takeoffs, measuring materials, and preparing estimates.
Position OverviewWe are looking for a meticulous and proactive Accounting & Administrative Specialist to join our team. This role is pivotal in supporting our insurance accounting operations, facilitating commission reconciliations, overseeing carrier payments, and preparing month-end financial reports. You will play an essential role in ensuring precise reconciliations for direct bill and agency bill, tracking commissions, managing trust accounting, and delivering financial reporting.The ideal candidate will have a strong background in insurance accounting (preferred), demonstrate proficiency in using EPIC, and be adept at managing intricate workflows with carriers, brokers, producers, vendors, and finance partners.Key ResponsibilitiesDirect Bill ReconciliationDownload ReconciliationValidate commission amounts against received paymentsConfirm PR/BR commission percentagesImport transactions into EPIC for reconciliationAccurately associate carrier paymentsNon-Download ReconciliationRetrieve carrier statements from portals or emailConfirm receipt of carrier paymentsDocument statements in reconciliation logsLink payments in EPICAttach statements to carrier records in EPICArchive copies of statements in the Commission folderReceipts & Trust AccountingDocument carrier payments based on bank register activitiesMonitor and record vendor and client paymentsMaintain trust account activity using ExcelDocument financial funding as CFIN on client accountsUpdate trust Excel sheets for all funding activitiesDisbursementsLog carrier, vendor, and client disbursementsIdentify and record any missing disbursements (e.g., auto-payments) using bank registersPayroll EntriesPrepare payroll journal entries on the 7th and 22nd of each month, including:SalariesPayroll taxesInsurance401(k) contributionsFinance ContractsIssue new and renewal finance contracts for Marketing and Senior Account ManagersSubmit signed contracts for fundingRequest payment processing for finance contractsAttach signed finance contracts and follow up with finance companies for fundingAgency Bill & Client InvoicingGenerate client invoices based on carrier invoices and quotesAssist in agency bill and RP invoicing workflowsCollaborate with Senior Account Managers on billing itemsPrepare agency bill reconciliations for CPA review
Position OverviewJoin our dynamic team at remote-raven as a Remote Administrative Assistant. We are looking for a meticulous and proactive individual to assist our Executive Leadership Team in maintaining seamless daily operations. This position plays a crucial role in providing exceptional administrative, accounting, compliance, and coordination support.The ideal candidate is self-motivated, detail-oriented, and adept at managing multiple tasks independently within a fast-paced, service-oriented environment. Strong follow-through, confidentiality, and the ability to collaborate with executive, finance, operations, and business development teams are essential.Key ResponsibilitiesFinancial & Accounting Support (Training Provided)Conduct daily QuickBooks Online reconciliations and ensure precise transaction coding.Issue, monitor, and manage employee expense reports.Assist with Accounts Receivable, including follow-ups and client communications as needed.Support billing workflows, encompassing invoice review, verification, and submission.Compliance, Licensing & Vendor ManagementAssist with state and municipal licensing applications, renewals, and compliance tracking.Manage vendor registrations across client, government, and third-party portals.Support the submission of documents for state, municipal, and federal bid lists.Collaborate with Business Development to ensure all compliance documentation is comprehensive and complete.Operational & Administrative SupportPrepare and maintain Quality Assurance Reports for key client accounts.Assist in developing materials for Quarterly Business Reviews (QBRs).Maintain internal filing systems and executive documentation.Provide general administrative support including scheduling, email coordination, document formatting, and follow-ups.Adhere to established SOPs, checklists, and workflows while identifying gaps or inefficiencies.Cross-Functional CoordinationCollaborate with Operations, Finance, HR, and Business Development teams.Track deadlines, renewals, compliance requirements, and outstanding items.Assist in gathering data and documentation for executive-level decision-making.Required Qualifications3+ years of experience in administrative or executive support, preferably in a remote setting.Strong proficiency in QuickBooks Online and Microsoft Office 365 (Excel, Outlook, Teams).Proven experience in supporting billing, invoicing, or accounting-related functions....
Join Our Team as a CRM & Administrative Operations Associate (GoHighLevel Expert)At Wing, we are on an inspiring mission to revolutionize the future of work for companies around the globe! As a premier destination for organizations aiming to cultivate exceptional teams and streamline their operations, we are actively seeking a skilled CRM & Administrative Operations Associate (GoHighLevel Expert) to join our dynamic team immediately!Key Responsibilities:CRM Management (GoHighLevel)Oversee and enhance the complete GoHighLevel setupDesign and maintain automations, pipelines, forms, and workflowsQuickly diagnose and resolve CRM-related issuesIntegrate GHL with calendars, funnels, email systems, and tracking toolsEnsure data accuracy and reporting integrityFacilitate a seamless, automated lead journey from initial contact to sales and post-sale supportAdministrative Support, Lead Management & Client ExperienceRespond promptly to incoming emails, direct messages, and inquiriesClassify and prioritize leads (cold, warm, hot) and forward qualified leads to the sales teamSchedule appointments directly on the sales team’s calendarMaintain consistent follow-ups to ensure no lead is left unattendedUpdate CRM with every interaction and maintain accurate statusesProvide professional support to clients, directing them to appropriate team membersEnhance overall response speed and uphold a premium client experienceQualifications:• 3-5 years of relevant experience in CRM operations, administrative support, or client relationship management• Proficient in GoHighLevel (GHL) setup, automation, and troubleshooting• Strong track record in lead management, client communication, and administrative duties• Exceptional organizational skills with a keen attention to detail• Excellent written and verbal communication skills in English• Ability to work autonomously and ensure seamless operations without oversightTechnical Specifications:• USB headset with noise-cancellation capabilities• Functional webcam• Computer with a minimum 1.8 GHz processor and no less than 4GB RAM• Primary Internet Service Speed: at least 25 Mbps cable connection• Backup Internet Service Speed: at least 10 Mbps
Job Title: Administrative Assistant with EMR ExpertiseLocation: Remote WorkJob Description: We are seeking a meticulous and organized Administrative Assistant with proven experience in Electronic Medical Records (EMR) systems. In this dynamic role, you will manage various administrative tasks within a healthcare environment, ensuring the integrity of patient records and providing essential support to our medical team. The ideal candidate will possess outstanding communication skills, a proactive mindset, and the capability to handle confidential information with the utmost discretion.Key Responsibilities: Oversee and maintain patient records utilizing EMR systems, ensuring precision and regulatory compliance. Execute clerical tasks, including responding to phone inquiries, scheduling appointments, and managing correspondence. Support healthcare professionals with administrative duties and documentation. Ensure the correct filing and retrieval of electronic medical records. Address patient inquiries and facilitate appointment scheduling and follow-ups. Uphold confidentiality and secure management of all patient data. Assist with inventory management and procurement of medical supplies. Provide administrative support for various office management tasks as required. Qualifications: High school diploma or equivalent; a Bachelor's degree in Health Administration, Business Administration, or a related field is preferred. At least 2 years of experience in an administrative role within a healthcare context. Proficiency in EMR systems and healthcare management software. Exceptional organizational and multitasking abilities. Excellent written and verbal communication skills. Strong attention to detail and capacity to manage sensitive information with care. Familiarity with Microsoft Office Suite (Word, Excel, Outlook). Preferred Skills: Experience with billing and coding in a healthcare environment. Knowledge of medical terminology and healthcare procedures. Ability to work independently as well as collaboratively within a team. Strong problem-solving abilities and task prioritization skills.
Job Description: Website Administrator / SpecialistAs a Website Administrator, you will play a crucial role in ensuring the optimal functionality, security, and performance of our company’s websites. Your responsibilities will include managing servers, maintaining website operations, and executing strategies to enhance user experience while minimizing downtime. You will work collaboratively with internal teams and external clients to deliver technical support, performance analytics, and innovative web solutions.Key ResponsibilitiesOversee and manage server performance to guarantee maximum uptime.Configure and sustain web servers, along with associated software and hardware systems.Efficiently upload, update, and manage web content with precision and punctuality.Conduct regular assessments to ensure hardware and software are functioning correctly.Design and develop websites that reflect organizational goals and branding.Implement A/B testing and other performance metrics to enhance user experience.Offer guidance on managing peak traffic and strategies for minimizing downtime.Ensure adherence to web standards, accessibility protocols, and security measures.
Job Overview: We are on the lookout for a meticulous Healthcare Administrative Assistant who will play a vital role in ensuring the smooth operation of our healthcare facilities across various locations. This position is essential for managing patient and staff schedules, overseeing important paperwork, aiding in credentialing processes, and facilitating clinical workflows. The ideal candidate will possess excellent organizational skills, be technologically adept, and have a solid understanding of healthcare compliance standards.Key Responsibilities: Coordinate and manage patient and staff scheduling across multiple locations. Organize and oversee administrative documentation and paperwork. Assist in the credentialing of healthcare providers and support clinical coordination tasks. Ensure adherence to HIPAA regulations and internal office protocols. Facilitate workflow processes and maintain compliance tracking. Update and manage electronic medical records (EMR) efficiently.
RemoteVA PH is a premier virtual assistance agency dedicated to delivering high-quality administrative support to a diverse clientele across the globe. With a focus on optimizing business operations, we provide reliable and efficient virtual assistance to help our clients thrive.We are in search of a meticulous Construction Administrator to oversee client communications and invoicing processes. The successful candidate will possess experience in managing emails, preparing invoices, and utilizing essential software tools such as Outlook, CAD, and QuickBooks.Key Responsibilities:Professionally and promptly respond to and manage client emails.Accurately create and send invoices using QuickBooks.Keep organized records of communications and transactions.Work collaboratively with the team to ensure a seamless workflow.
Seeking candidates based in the PhilippinesPosition Overview: We are in search of a detail-oriented and proactive Operations & Client Care Administrator who will play a crucial role in supporting our client's daily operations. This position includes responsibilities across compliance, rostering, payroll preparation, and client communication.This role demands a strong sense of ownership, effective follow-through, and the ability to communicate professionally with families, support coordinators, and support workers.You will monitor, enforce, and uphold operational and documentation standards to meet regulatory and organizational requirements.About Us: Hunt St specializes in connecting Australian businesses with exceptional remote talent from the Philippines. As part of our team, you will work directly with clients as an independent contractor—we are not an outsourcing agency. All positions are 100% remote, allowing you to work from the comfort of your home.Who You Will Work With: Our client is a dedicated healthcare and support services provider committed to helping individuals with daily living and community involvement. They offer personalized care solutions such as in-home support, accommodation assistance, and lifestyle services, focusing on enhancing independence, well-being, and quality of life through tailored, client-centered care.Key Responsibilities:Act as the primary contact for clients, managing inquiries with professionalism and care.Oversee the client onboarding process, including documentation and system setup.Maintain and update client records within the CRM system.Support administrative and compliance processes in line with industry standards.Handle sensitive client situations with empathy and discretion.Assist with light bookkeeping tasks, including data entry, invoicing support, and basic reconciliations.Ensure compliance and documentation control for both client and staff files.Monitor daily shift compliance within the CRM (clock-ins, clock-outs, and shift notes).Provide rostering and payroll support.Submit weekly operational updates.Maintain organized and accurate digital records.Identify and escalate operational risks promptly.
Job Title: Operations Assistant / Administrative CoordinatorLocation: RemoteEmployment Type: Full-timeGender Requirement: Male applicants only Job DescriptionThe Operations Assistant / Administrative Coordinator is essential to the seamless execution of daily office operations. In this role, you will support the team by managing schedules, confirming communications, conducting research, preparing spreadsheets, and monitoring daily reports. We are looking for a detail-oriented, proactive individual who can efficiently manage multiple administrative tasks while maintaining a high level of professionalism. Key ResponsibilitiesAssist with scheduling meetings, interviews, and various internal activities.Confirm and follow up on phone calls with clients, partners, and team members.Conduct research and compile findings into actionable summaries.Prepare and maintain spreadsheets to track operational metrics.Monitor daily reports and highlight inconsistencies or delays.Provide comprehensive administrative support to various departments.Maintain organized digital records and documentation.Coordinate with internal teams to ensure a smooth workflow. QualificationsMale applicant, ideally residing in the Philippines.Demonstrated experience in administrative or operational support roles.Exceptional organizational and time management skills.Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace.Outstanding written and verbal communication abilities.Capacity to multitask and prioritize effectively.Familiarity with CRM tools and scheduling platforms (e.g., Calendly) along with basic reporting systems.A high degree of professionalism, discretion, and reliability.Bachelor’s degree in Business Administration, Management, or a related field is preferred but not mandatory. Preferred SkillsExperience working in remote environments.Familiarity with EMR, Symplast, or similar platforms.Basic understanding of sales coordination or client-facing support.Ability to adapt to fast-paced and evolving workflows.
Join RemoteVA PH, a premier virtual assistance agency dedicated to delivering exceptional administrative support to clients globally. Our expertise lies in optimizing business operations through dependable virtual assistance.We are in search of a meticulous Virtual Administrator who will be responsible for managing client communications and invoicing. The perfect candidate will possess a strong background in email management, invoice preparation, and be proficient in essential tools such as Outlook, CAD, and QuickBooks.Key Responsibilities: Professionally and promptly manage client email communications. Accurately create and dispatch invoices utilizing QuickBooks. Keep organized records of all communications and transactions. Work collaboratively with the team to ensure a seamless workflow.
Location: Remote (Arizona Time Zone)Working Hours: 10:00 AM - 6:00 PM (Arizona Time)Position Type: Full-TimeRole Overview:We are looking for a proactive and detail-oriented individual to become a key member of our team as a Customer Service & Office Administration Specialist. This role involves delivering outstanding customer support through various channels, including phone, email, and WhatsApp, while also managing essential administrative functions to enhance our office's efficiency.Key Responsibilities:Promptly respond to customer inquiries via phone, email, and WhatsApp with professionalism and courtesy.Address customer service challenges and implement effective solutions.Support administrative tasks such as data entry, scheduling, and document management.Utilize software tools including QuickBooks, Constant Contact, and basic Google and Microsoft Office applications.Maintain accurate and up-to-date customer records in the system.Work collaboratively with team members to ensure seamless office operations.
Join our dynamic team as a Revenue Operations Systems Specialist, where your attention to detail will be crucial in enhancing our Sales and Marketing operations. As the internal expert on CRM platforms, mainly HubSpot and Salesforce, you will ensure data integrity, streamline automation processes, implement system improvements, and provide daily support.In this role, you will be a vital triage and hot-fix resource, addressing immediate system needs while collaborating on larger strategic projects. We are looking for a seasoned professional who thrives in a startup environment, is self-motivated, and is adept at navigating fast-paced settings with little oversight.
Position OverviewJoin our dynamic team as a Mortgage Broker Administrative Support Specialist, where you will play a crucial role in assisting a Commercial Mortgage Broker with essential administrative functions. This position requires a meticulous individual who excels in managing mortgage documentation, organizing client files, facilitating communication, and ensuring timely submission of all paperwork. The perfect candidate will possess exceptional organizational skills, a keen eye for detail, and substantial experience with Excel.Key ResponsibilitiesPrepare, review, and organize documentation for commercial mortgage applications.Maintain accurate and well-organized client files and records.Assist in collecting necessary documents from clients and third parties.Coordinate schedules and manage correspondence with lenders, clients, and stakeholders.Utilize Excel to monitor loan pipelines, update client data, and generate reports.Ensure that all submissions are thorough, compliant, and free from errors.Perform general administrative and secretarial tasks to aid the Mortgage Broker's workflow.
Join a distinguished boutique law firm based in the US, known for its sophisticated legal solutions tailored for public and private companies, ultra-high-net-worth individuals, family offices, and aviation-focused businesses. The firm is recognized for its high-touch, relationship-driven approach, underpinned by precision, strategy, and trust.This is an exceptional opportunity to become part of a firm that places a premium on precision, accountability, and operational excellence. Your contributions will empower attorneys to concentrate on their clients by ensuring that the firm’s operations are accurate, efficient, and compliant.The primary focus of this role is execution. You will oversee client intake, billing support, document organization, and operational tracking. As you grow in this position, you will also assist in documenting workflows, maintaining internal process libraries, and supporting structured onboarding and training initiatives. While formal instructional design experience is not required, you must possess strong organizational skills, a process-oriented mindset, and the ability to translate operational workflows into clear documentation. This role is remote and requires availability during Mountain Time (U.S.).This position is a full-time, exclusive independent contractor engagement. It should not be interpreted as an employment agreement.
Key Responsibilities: Execute essential administrative duties, including accurate data entry and structured document management. Efficiently schedule and oversee appointments. Respond to emails in a professional and timely manner. Leverage Outlook and Excel for daily tasks and project management. Preferred: Familiarity with Xactimate for generating estimates and reports.
