Executive, Operations Virtual Assistant – Freight & Business Administration Support

Job not on LinkedIn

🔥 1 hour ago

🇦🇺 Australia – Remote

⏳ Contract/Temporary

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 23%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Virtual Colleague Philippines

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2020

🤝 B2B

🎯 Recruiter

💼 Consulting

B2B • Recruitment • Consulting

Virtual Colleague Philippines is a Manila-based virtual assistant outsourcing company that connects businesses with trained remote Virtual Assistants, supported by BPO Team Leaders and Quality Analysts. They focus on creating work-from-home opportunities for skilled individuals while helping clients delegate routine tasks so they can concentrate on growing their businesses. Services include matching clients to appropriate virtual colleagues and providing ongoing support such as free monthly performance reviews to ensure quality and fit.

📋 Description

• Monitor and organise the client's inbox • Identify emails requiring action, follow-up, or escalation • Handle routine follow-ups with clients, suppliers, and other contacts • Draft or send routine responses based on established processes • Track outstanding requests and ensure timely completion of follow-ups • Escalate urgent, sensitive, or complex matters • Maintain organised systems for outstanding and pending items • Maintain accurate CRM records, contacts, opportunities, pipeline stages, and related information • Monitor the sales pipeline and identify follow-up items • Support CRM administration and data maintenance • Navigate GoHighLevel and upload/manage videos and educational materials • Upload course or educational content into the appropriate GoHighLevel areas • Assist with basic freight and courier bookings • Monitor shipment status and tracking information • Identify delays, missing cartons, and shipment issues • Investigate routine shipment issues with couriers or suppliers • Provide routine shipment status updates to clients • Request freight rates and quotes from overseas suppliers or agents • Communicate with suppliers and agents to obtain freight quote information • Collect and organise supplier responses and buy rates • Enter information into the client's quote template • Prepare draft quote information for client review and finalisation • Maintain accurate freight/job records • Prepare and send freight invoices to clients • Check expected payments and flag unpaid or overdue invoices • Maintain invoice-related information • Submit EOD reports covering completed tasks, pending items, blockers, follow-ups, and next-day priorities • Gradually assume additional administrative responsibilities as knowledge and trust develop • Support the client so they can focus on freight strategy, pricing, sales, consulting, and key client relationships

🎯 Requirements

• Excellent written English • Strong organisation and time management • Attention to detail • CRM administration • Email/inbox management • Professional follow-up communication • Data entry and record maintenance • Ability to follow SOPs • Ability to learn new systems quickly • Ability to work independently • Strong administrative skills • Good judgment regarding when to escalate issues • Basic to intermediate GoHighLevel proficiency required • Comfortable working with CRM platforms and cloud-based business tools • Professional and confident business communication • Willingness to gradually learn freight and logistics processes • Preferred: GoHighLevel experience • Preferred: Xero experience • Preferred: Freight/logistics/courier administration experience • Preferred: Experience communicating with suppliers • Preferred: Experience preparing quotes • Preferred: Experience with shipment tracking • Preferred: Microsoft 365 proficiency • Reasonable overlap with the client's Australian business hours preferred • Ability to provide an End-of-Day report

🏖️ Benefits

• Initial commitment of 10 hours per week • Potential to increase hours based on performance and business needs • Flexible working schedule • Remote / work-from-home arrangement • Client-provided access, SOPs, and training • Training and onboarding for freight-related tasks and business-specific workflows