Admin Virtual Assistant

JOB TITLE: Admin Virtual Assistant

Location: Manila/Clark/Tarlac

Shift: 7:00 AM – 4:00 PM, Monday to Friday

Arrangement: Onsite, Full Time

Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, Philippines, South Africa, and South America, supporting our global clients in the accounting industry.

About This Role…

This admin role supports the day-to-day operations by managing paperwork, maintaining systems like Fergus and Xero, and assisting with bookings, emails, and vendor portals. The role also helps improve internal processes and may grow to include payroll and job entry tasks over time.

Tasks

• Check times entered in Fergus daily and follow up with staff if missing
• Check vehicle/tooling prestarts are done and uploaded to Fergus or notify if not
• Keep training matrix updated and book required training
• Check scanned paperwork and make sure all fields are filled correctly
• Upload paperwork to the correct job folder and Fergus
• Type up handwritten paperwork (e.g., RCD test sheets) into Excel/Word templates
• Book flights, accommodation, or medicals (only occasionally)
• Send qualification packs to clients for personnel mobilisation
• Monitor, help with emails, and action any categorized to them
• Keep vendor portals up to date with business info and insurances
• Assist with general admin tasks like researching flights, car insurance, etc.
  
  

Later Responsibilities (once Trained)

• Add new jobs into Fergus
• Enter timesheets from Fergus into Xero for payroll
  
  

Optional / If Possible

• Help with basic social media tasks (we don’t post often)
• Assist with improving admin processes (e.g., onboarding via OneDrive, updating training matrix)
  
  

Software Used

• Adobe Acrobat Pro – Edit PDFs
• Fergus – Operating online software
• Xero – Finance/Payroll
• Microsoft – OneDrive, Outlook, Excel, Word