Operations Support jobs

We are looking for a highly organized, intelligent, dependable, and execution-focused Operations Virtual Assistant to support day-to-day business operations.

This is not a basic data-entry or scheduling role.

The ideal candidate should be comfortable taking ownership of tasks, working with numbers, following up with teams and vendors, preparing reports and presentations, comparing costs, maintaining financial records, coordinating projects, and ensuring that assigned work is completed accurately and on time.

You should be someone who can receive a task, understand the objective, organize the work, ask the right questions when necessary, and drive it through to completion without constant supervision.

The role requires excellent communication, strong attention to detail, good numerical ability, bookkeeping knowledge, and the ability to manage multiple priorities while meeting deadlines.

Key Responsibilities

Operations & Task Management

• Track assigned tasks, projects, deadlines, and follow-ups
• Coordinate with internal team members, vendors, candidates, customers, and service providers
• Follow up consistently until tasks are fully completed
• Maintain organized task trackers and provide status updates to management
• Identify delays, missing information, and operational issues before they become problems
• Assist with SOP creation, process documentation, and workflow improvement
• Prepare meeting notes, action items, and follow-up lists
• Maintain calendars, schedules, reminders, and appointments
• Organize digital files, documents, records, and shared folders

Bookkeeping & Financial Administration

• Maintain expense, payment, invoice, and transaction trackers
• Perform basic bookkeeping and account reconciliation
• Compare invoices, receipts, bank/payment records, and internal records
• Identify discrepancies and follow up for corrections
• Prepare simple financial summaries and management reports
• Maintain accounts payable and accounts receivable trackers
• Assist with vendor payments and payment-status tracking
• Organize invoices, receipts, purchase records, and financial documentation
• Use Excel/Google Sheets for calculations, reconciliation, analysis, and reporting

Procurement & Vendor Coordination

• Research products, vendors, suppliers, and service providers
• Request and organize quotations
• Compare pricing, specifications, delivery times, terms, and vendor reliability
• Prepare comparison sheets and purchasing recommendations
• Negotiate or follow up with vendors when instructed
• Track purchase orders, shipments, deliveries, and outstanding items
• Maintain supplier and vendor records
• Ensure purchases stay within approved requirements and budgets

Reporting, Excel & Data Management

• Create and maintain professional Excel and Google Sheets trackers
• Use 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
• Create dashboards or summaries that management can understand quickly
• Maintain CRM, databases, applicant trackers, vendor lists, and internal records

Presentations & Documentation

• Prepare professional PowerPoint and Google Slides presentations
• Convert rough notes, data, or management instructions into clean presentations
• Create charts, comparison tables, timelines, process flows, and executive summaries
• Format proposals, reports, SOPs, and internal documents professionally
• Ensure documents are accurate, consistent, and presentation-ready

Communication & Coordination

• Write clear professional emails and messages
• Communicate with US-based customers, candidates, vendors, and business partners when required
• Follow up politely but persistently on pending items
• Handle routine customer or vendor inquiries
• Escalate important issues with a clear summary and recommended next steps
• Maintain professional communication across email, chat, phone, and video meetings

Required Skills

• 2+ years of experience as a Virtual Assistant, Operations Assistant, Executive Assistant, Administrative Assistant, or similar role
• Strong Microsoft Excel and Google Sheets skills
• Good mathematical ability and confidence working with numbers
• Experience with basic bookkeeping, expense tracking, invoicing, and reconciliation
• Excellent written and spoken English
• Strong organizational and time-management skills
• Excellent attention to detail
• Ability to manage multiple tasks without losing track of deadlines
• Strong online research skills
• Ability to create professional PowerPoint / Google Slides presentations
• Comfortable communicating with vendors, customers, candidates, and team members
• Ability to work independently and take ownership of assigned tasks
• Strong follow-up discipline
• Comfortable learning new software and processes

Preferred Experience

Experience with any of the following is a strong advantage:

• Zoho Books, or similar bookkeeping software
• HubSpot or other CRM systems
• Trello, Asana, ClickUp or similar project-management tools
• Procurement or supplier coordination
• Vendor quotation comparison
• Recruitment coordination
• US-based business operations
• Google Workspace and Microsoft Office
• Canva for basic business documents/presentations
• AI tools such as ChatGPT for research, summarization, and productivity

Timings: Monday through Saturday (10:00 PM to 7:00 AM)

Work Location: Remote