Administrative Virtual Assistant (onsite)

We are seeking a highly organized and motivated individual to join our team as an Administrative Virtual Staff. In this role, you will play a vital role in supporting the day-to-day operations and ensuring the smooth functioning of the client’s business. Your responsibilities will include managing schedules, coordinating meetings, and maintaining office systems and procedures. The ideal candidate will have strong communication skills, be detail-oriented, and have the ability to multitask in a fast-paced environment.

Duties/Responsibilities
 Provides administrative support to ensure efficient office operations.
 Communicates with clients via phone, video call and email for A/R and pickups.
 Responds to emails and other digital queries and correspondence.
 Manages calendars for senior staff
 Drafts and edits letters, reports, and other documents as needed.
 Inputs and updates information in databases and spreadsheets.
 Uses word processing and presentation software to create and edit documents.
 Researches as requested and compiles and summarizes information for reports or
presentations.
 Works closely with other administrative staff and supports other colleagues as needed.
 Works with sensitive information with discretion to maintain confidentiality and security
and ensure compliance with privacy policies and regulations.
 Ensures that deadlines are met and adapts to changing priorities.
 Presents a positive and professional image for the organization.
 Screening inquiries and requests and handling them when appropriate. Dealing with
incoming email, often corresponding on behalf of the team or the manager.
 Organizing meetings and ensuring that management and the team are well prepared for
meetings.
 Experience in email and calendar management, organizing meetings, and social media
management
 Assisting team members with general administration and basic bookkeeping tasks,
managing invoices, expenses, and billing.
 Handling varied tasks, including research, marketing, and social media.
 Monitor shared inbox on an hourly basis for inquiries, requests, accounting instructions,
and supporting documentation.
 Respond to clients’ emails and requests, including items related to invoices within 1 hour
of receipt.
 Follow up with the team on all the unresolved requests from the clients and make sure
they have been taken care of.
 Triage the mailbox and forward the emails to the right teams and/or person.

 Forward invoices/bills (or Finance documents) from clients’ email inbox to Dext on a
daily basis.
 Send all clients a reminder for review and approval for outstanding items in Approvalmax
(incl. expenditure approval emails) and Plooto once reminder emails are received from
the Approvalmax and Plooto systems.
 Do basic bookkeeping tasks such as handling invoices, generating simple financial
reports, and managing transactions.
 Onboard new clients.
 Well-equipped to use video conferencing tools and the latest cloud software
 Ad hoc tasks

Qualifications:

• BS in Business Administration, Accounting or relevant field.
• Must have prior experience working as an administrative virtual staff in or office support of an accounting or financial institution or similar field.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Google Suite.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• High level of attention to detail and accuracy.
• Ability to work independently and in a team environment.

What We Offer:

• Competitive salary and benefits package, including health, dental, and life insurance.
• Opportunities for growth and development.
• A supportive and collaborative work environment.

How to apply:

● Email us your resume (including character references name and contact number), application letter together with the other academic credentials. Address the letter to:

The Manager

Cogent Global Services Inc.

5/F Davao TBT Building

Inigo St. Corner Porras St.

Bo., Davao City, 8000

City, Philippines, 8000

Send to: recruitment"at"cogentglobalph.com

Subject: I want to join your team!

Your message and attachments.

For more details, you may call us at 0976-019-1803. You may also follow our official Facebook page: https://www.facebook.com/cogentglobal.net and visit our website: https://www.cogentglobalph.com/