United States onlyThis is a remote position.
Philippine-based Filipino applicants.
An amazing opportunity to work with a dynamic Australian Company as an experienced, vibrant, and highly motivated General Admin Virtual Assistant. Reporting to the Director and working with direction from the team, you will be a self-starting, highly organised, and experienced Virtual Assistant. Candidates must have an incredible eye for detail and be efficient with data entry – you will have an eye for detail and understand the importance of quality assurance within your role.
CORE RESPONSIBILITIES
Client Communication & Intake
- Answer incoming calls and manage client enquiries professionally
- Act as the first point of contact for clients and stakeholders
- Manage client onboarding frominitialcontact through to engagement
- Schedule appointments and coordinate intake workflows
- Send costs agreements, disclosure statements, and onboarding documents
- Follow up on unsigned agreements and outstanding client queries
Administrative & Systems Management
- Manage CRM data entry, updates, and pipeline tracking
- Maintainaccurateclient records, contact databases, and task lists
- Update matter files, notes, deadlines, and documentation in Smokeball or similar systems
- Prepare correspondence, letters, and documents using templates
- Handle general inbox triage and administrative support tasks
Diary & Coordination
- Manage calendars for Directors and senior staff
- Schedule client meetings, internal appointments, and external stakeholders
Referral Network & Business Development Support
- Build andmaintainrelationships with referral partners including lawyers, accountants, HR managers, recruiters, and businesses
Billing & Accounts Support
- Issue client invoices accurately and on time
Reputation Management
- Implement processes to request Google reviews from satisfied clients
- Send follow-up email templates to encourage reviews
General Administrative Support
- Support ad hoc administrative tasks asrequired
EMAIL MARKETING (ifrequired)
- Manage email subscriber lists
Requirements
- Minimum 2 years of general adminexperience
- Excellent communication skills, both verbal and written(Client-facing Role)
- Proactive,results-driven,and efficient
- Highly organisedandprocess-oriented
- Experience indata entry, document creation,and general admin withinarelatedindustry(+)
- Microsoft Office(Word,Excel,and PowerPoint)
- Experienceinusingvarious software,including:
CRM, softphone,andany legal practice management softwareis a PLUS - Strong task and time management skills
- Excellent customer service skills
- Great attention to detail
Work Environment & Expectations
While this is awork-from-homeposition, it is important to note that this is afull-time role—not a freelance or flexible-hour arrangement. You will be expected to work afixed shiftand maintain a high level of professionalism and accountability, just as you would in an office environment.
✅This role requires:
- Discipline and commitmentto set working hours (strict shift times, not flexible)
- Use oftime tracking softwareduring work hours
- Active participation in team and client calls with your camera ON
- Consistent availability and responsiveness throughout your shift
- Treating this as a long-term, full-time job—not a side gig or freelance task
⏱Payroll is processed bi-monthly.
We’re looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity. If you’re seeking stability and a team that appreciates reliability, we’d love to hear from you.
Benefits
1. Monthly Salary: PHP 35,000
2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
3. You will be paid extra for overtime and Philippines public holidays
4. Probation: 6 months and after Probation
10 days annual leave credits
5 days of sick leave
5. HMO offered after 6-month probation
6. 13th Month Pay after 30 days
7. Annual Salary Review
8. Laptop provided after 30 days
9. Permanent work-from-home role. You will have to use your own internet.
10.SHIFTTIMES: 7AM to 4PM Philippine time, Monday to Friday
Philippines only