[Hiring] Admin VA with Zoho Experience @Virtual Colleague Philippines

Role Description

This is a remote position for an Admin VA with Zoho Experience. The client is looking for a proactive and capable Virtual Assistant who can provide consistent administrative and operational support to the client’s business group. This is more than a basic data-entry or administrative role. The ideal VA should be someone who can look at a task, understand what needs to be done, and take ownership of completing it with minimal hand-holding.

The VA will help clear an existing backlog of administrative tasks, maintain and improve business systems, support reporting, update the CRM, improve documents and templates, and identify opportunities to make recurring processes more efficient. The role may begin with approximately 10 hours per week but is expected to evolve as the client identifies more tasks that can be delegated.

Qualifications

• Strong administrative/operations experience
• Zoho CRM experience
• Strong Microsoft Word and Excel skills
• Strong attention to detail
• Ability to work independently
• Good written English
• Ability to learn existing workflows
• Strong organisational skills
• Comfortable handling ad hoc tasks
• Reliable communication and reporting

Requirements

• Zoho Forms experience
• Zoho workflow/automation knowledge
• Clockify experience
• SharePoint experience
• CRM cleanup/data management
• Reporting experience
• Process improvement experience
• Basic graphic design/template design
• Experience supporting consulting/professional-services businesses

Benefits

• Flexible working hours
• Remote work opportunity
• Opportunity to work with a dynamic team

Key Responsibilities

• General Administrative & Operational Support
  • Provide consistent day-to-day administrative support to the business owner and team.
  • Manage and complete assigned administrative tasks independently.
  • Work through a backlog of outstanding administrative and operational tasks.
  • Receive ad hoc tasks and requests and action them efficiently.
  • Review information and identify what needs to be corrected, updated, organised, or improved.
  • Assist with recurring weekly administrative activities.
  • Help identify tasks currently being handled inefficiently by other team members that could instead be delegated to the VA.
  • Maintain consistency and organisation across administrative processes.
  • Follow up on pending tasks and provide updates on progress.
  • Assist with small operational projects as required.
  • Suggest more efficient ways of completing recurring tasks where appropriate.
• Zoho CRM Administration & Support
  • Help maintain and improve the existing Zoho environment.
  • Update and maintain CRM records.
  • Clean and organise existing CRM data.
  • Review and update outdated information.
  • Maintain consistency within Zoho.
  • Support CRM reporting.
  • Help establish better CRM processes.
  • Identify opportunities to make greater use of Zoho's existing functionality.
  • Assist with Zoho Forms and connected workflows.
  • Review existing workflows to ensure they remain current and functional.
  • Support the maintenance and refinement of existing Zoho automations.
  • Identify repetitive processes that may be suitable for automation.
  • Help the client understand practical ways Zoho can improve their operations.
• StrataWolf / Zoho Forms & Workflow Support
  • Maintain existing Zoho Forms.
  • Review forms for outdated or inconsistent information.
  • Ensure information flows correctly between stages.
  • Keep existing workflows updated.
  • Review and maintain automation.
  • Identify inconsistencies within the workflow.
  • Assist with improving the overall process.
  • Help ensure that information captured at the beginning of the process continues to flow correctly into subsequent stages.
• Clockify & Time Reporting
  • Review Clockify data.
  • Maintain project/time-tracking information.
  • Assist with reporting.
  • Prepare or improve project time reports.
  • Review timesheet information for accuracy and consistency.
  • Help organise project reporting.
  • Identify ways to make Clockify reporting more efficient.
  • Support the client's existing project-management reporting process.
• Document, Word & Excel Support
  • Review Word documents.
  • Correct formatting issues.
  • Clean up documents.
  • Improve document presentation.
  • Review Excel files.
  • Correct or improve spreadsheets.
  • Update existing templates.
  • Review templates for consistency and usability.
  • Refresh outdated templates.
  • Improve formatting and overall presentation.
  • Make documents more professional and easier to use.
  • Maintain existing business documentation.
• Template & Process Improvement
  • Review existing templates.
  • Identify outdated or inefficient elements.
  • Improve layout and formatting.
  • Maintain existing branding.
  • Modernise the look and feel while keeping the company's professional identity.
  • Create improved versions of existing templates.
  • Recommend practical improvements to documentation and workflows.
• Reporting & Data Management
  • Prepare basic operational reports.
  • Update CRM information required for reporting.
  • Maintain reporting data.
  • Review data for completeness and consistency.
  • Support Clockify reporting.
  • Organise information from different systems.
  • Help ensure information is available when the client needs to make decisions.
  • Identify missing or outdated information.
• SharePoint & File Management
  • Maintain organised project folders.
  • Update and organise documents.
  • Ensure files are stored consistently.
  • Support document management across projects.
  • Follow established folder structures.
  • Identify opportunities to improve file organisation and efficiency.
• Process & Operational Improvement
  • Understand existing processes.
  • Identify repetitive tasks.
  • Recognise inefficiencies.
  • Suggest better ways of doing things.
  • Learn the client's systems.
  • Recommend practical uses of existing software.
  • Help establish more consistent workflows.
  • Identify tasks that can be delegated.
  • Help move work away from the business owner and other team members.
  • Take ownership of recurring activities.

Working Style

The client prefers a VA who can become a consistent extension of the business rather than someone who only completes isolated tasks.

Initial Workload

The client is initially looking for approximately 2 hours per day / 10 hours per week. This initial allocation is intended to allow the client to:

• Begin clearing the existing backlog.
• Determine which tasks should be delegated regularly.
• Establish a consistent working relationship with the VA.
• Identify recurring weekly tasks.
• Determine which additional projects can be assigned.
• Assess whether the VA's hours should eventually be increased.

Target Start Date

The client is considering a start date around October 12 or October 20, 2026. The client requested approximately a couple of weeks to organise the initial workload and compile the backlog of tasks before the VA begins.