Join Our Professional Community: Forge Connections, Shape Futures, Together, Powering Businesses Worldwide!
Are you ready to be part of a professional community that's powering businesses globally to save, grow, and transform? Do you want to work with innovative technology, alongside talented professionals who share your passion for excellence? Look no further - hammerjack has the perfect opportunity for you!
Role: Virtual Assistant
Location & Work Set-Up: Hybrid (Makati/Pampanga)
About Us:
At hammerjack, we're not just another outsourcing company - we bring together skilled professionals from the Philippines with businesses worldwide, leveraging expert operations and the latest technology to create connections that empower our community. Our mission? To improve lives by fostering meaningful professional relationships and driving success on a global scale.
Our Impact:
Over the years, we've built workplaces that empower employees to thrive, contributing in meaningful ways to the success and culture of companies around the globe. With our focus on professional services and our people-first culture, hammerjack has become a trusted partner for businesses and professionals alike, humanizing the outsourcing industry one connection at a time.
Job Overview
As Virtual Admin Assistant, you will be a trusted advisor and expected to support multiple senior manager and executive roles, proactively and effectively within Australian businesses.
To be successful in this role, you will be expected to understand the business, demonstrate a high level of business acumen and exceptional organisational skills which will contribute to seamless day to day operations.
What You’ll Bring to the Table:

• Prepare and Arrange Internal Filing System. (Creating Folders/Client Docs)
• Filing of Documents (Paperless) into Database.
• Updating and Maintaining client details.
• Prepare client letter templates
• Arrange Insurance Quotations using online systems
• Preparation of insurance schedules and policy renewals
• Claims Management in CRM
• Email Management
• Email marketing campaigns

DUTIES AND RESPONSIBILITIES
Main Responsibilities

• Management and coordination of agendas for 1:1 and direct report meeting.
• Run curated content through paraphrasing filters and publish blogs/update website/social media pages
• Help draft or interact in social media posts
• Coordinate with meeting requestees to find the most efficient time, take minutes and provide reporting
• Write error-free, eloquent emails and letters as response to new and existing customers as well as stakeholders
• Acknowledge customer concerns and attend to their queries in a timely manner
• Edit/modify documents and presentations
• Assist with admin and minor bookkeeping tasks
• Maintain confidentiality and use a high degree of discretion
• Full responsibility for day-to-day operations of the executive management function
• First point of contact for all CEO, General Manager, executives’ enquiries/issues
• Oversee internal administration processes and system upkeep
• Responsibility for maintaining a strong culture and internal engagement
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Coordinate travel and accommodation requirements if needed
• Minute taking for meetings
• Office Coordination, general office support and other business matters when required
• Providing necessary data & reports to the Management, Retention & Sales Team
• Sales monitoring, updating sales sheet, sales order numbers, client details, delivery dates, and contacting sales for the list of follow-ups.
• Help bookkeeper, track petty cash vouchers or receipts, assist with creating or modifying invoices, and assist in maintaining the books
• Managing sales-related activity including generating weekly emails to be sent out to the Business Managers of outstanding responses or follow-ups from staff and clients.
• Coordinated and managed multiple priorities and projects on a timely basis.
• Ad hoc tasks
• Tasks deemed necessary to ensure excellent customer experience as determined by management

QUALIFICATIONS

• Product Knowledge
• Bachelor's/College Degree in Business Administration, Management, Law, Finance, Accounting or other related discipline is a plus, but not required
• At least 2 years of experience as Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
• Strong oral and written communication skills
• Knowledgeable or has a background in bookkeeping tasks
• Familiar with Xero or other accounting software or tools
• Detail-oriented, always able to provide accurate and high-level quality work
• Ability to manage multiple priorities while remaining focused on quality and delivery
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead
• Experience in a complex and fast paced SME environment will be highly regarded
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships
• Provides systematic and dependable follow up, as well as a high level of organisation and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment
• Accountability – always following up and staying ahead of the game
• Ability to think strategically and execute quality output under tight deadline
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.

Customer Focus

• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders
• Pro-actively seeks solutions for clients
• Experience in working with an Australian company is a plus
• Experience as Admin/personal assistant/receptionist for Health and Fitness industry is desirable

Ready to Make a Difference?
If you're ready to join a dynamic team and be part of something truly special, we want to hear from you! Apply directly on this job ad, and let's forge a brighter future together! Let's forge a brighter future together!
hammerjack is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Job Type: Full-time
Benefits:

• Company events
• Health insurance
• Life insurance
• Staff meals provided

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental Pay:

• 13th month salary

Experience:

• Virtual Assistant: 1 year (Preferred)