(Remote) Operations Virtual Assistant — Bookkeeping, Procurement, Reporting & Executive Support

We are looking for a highly organized and dependable Operations Virtual Assistant to support daily business operations with a strong emphasis on execution and ownership. This role requires more than routine tasks; the ideal candidate will confidently handle numbers, coordinate with teams and vendors, and ensure timely, accurate completion of assignments. A proactive approach to understanding objectives, organizing workflows, asking relevant questions, and independently driving tasks to completion is essential. Strong communication skills, attention to detail, numerical aptitude, bookkeeping knowledge, and the ability to juggle multiple priorities are critical for success in this position.

Key Responsibilities

Operations & Task Management: Manage and track assigned tasks, projects, deadlines, and follow-ups. Coordinate efficiently with internal teams, vendors, candidates, customers, and service providers. Maintain organized task trackers and provide regular updates to management. Identify potential delays or operational challenges early and assist in developing SOPs, process documentation, and workflow improvements. Prepare meeting notes, action items, and follow-up lists. Oversee calendars, schedules, reminders, and appointments. Organize digital files, documents, records, and shared folders for easy access.

Bookkeeping & Financial Administration: Maintain detailed trackers for expenses, payments, invoices, and transactions. Perform basic bookkeeping and account reconciliations. Cross-check invoices, receipts, bank/payment records, and internal data to spot discrepancies and follow up for corrections. Prepare simple financial summaries and management reports. Manage accounts payable and receivable trackers and assist with vendor payments and monitoring payment status. Use Excel or Google Sheets for calculations, reconciliation, analysis, and reporting. Systematically organize financial documentation.

Procurement & Vendor Coordination: Research products, vendors, suppliers, and service providers. Collect and organize quotations, compare pricing, specifications, delivery timelines, terms, and vendor reliability. Prepare comparison sheets and purchasing recommendations. Negotiate or follow up with vendors as directed. Track purchase orders, shipments, deliveries, and outstanding items. Maintain supplier and vendor records, ensuring purchases align with approved budgets and requirements.

Reporting, Excel & Data Management: Create and maintain professional Excel and Google Sheets trackers using formulas such as XLOOKUP/VLOOKUP, SUMIF/SUMIFS, COUNTIF, IF statements, filters, sorting, and basic pivot tables. Clean, organize, and reconcile data from multiple sources. Prepare weekly and monthly operational reports and develop dashboards or summaries for quick management review. Maintain CRM systems, databases, applicant trackers, vendor lists, and internal records.

Presentations & Documentation: Prepare polished presentations using PowerPoint and Google Slides. Transform rough notes, data, or instructions into professional presentations featuring charts, comparison tables, timelines, process flows, and executive summaries. Format proposals, reports, SOPs, and internal documents to ensure accuracy, consistency, and presentation readiness.

Communication & Coordination: Write clear, professional emails and messages. Communicate effectively with US-based customers, candidates, vendors, and business partners as needed. Follow up persistently yet politely on pending items. Handle routine inquiries and escalate important issues with clear summaries and recommended next steps. Maintain professional communication across email, chat, phone, and video meetings.

Required Qualifications

- Minimum 2 years’ experience as a Virtual Assistant, Operations Assistant, Executive Assistant, Administrative Assistant, or similar role
- Strong skills in Microsoft Excel and Google Sheets
- Good numerical ability and confidence working with financial data
- Experience with basic bookkeeping, expense tracking, invoicing, and reconciliation
- Excellent written and spoken English communication skills
- Strong organizational and time-management abilities
- Exceptional attention to detail
- Ability to manage multiple tasks and meet deadlines independently
- Proficient in online research
- Ability to create professional PowerPoint or Google Slides presentations
- Comfortable communicating with vendors, customers, candidates, and team members
- Self-motivated with strong follow-up discipline
- Willingness to learn new software and processes

Preferred Qualifications and Benefits

Experience with Zoho Books or similar bookkeeping software, HubSpot or other CRM systems, Trello, Asana, ClickUp, or similar project management tools is highly advantageous. Familiarity with procurement or supplier coordination, vendor quotation comparison, recruitment coordination, and US-based business operations is a plus. Proficiency in Google Workspace and Microsoft Office, Canva for business documents and presentations, and AI tools such as ChatGPT for research and productivity enhancement is desirable.

Work Schedule: Monday through Saturday, 10:00 PM to 7:00 AM (remote position).