Elite Virtual Office Manager for Dynamic Landscape Company (Pacific Time Zone)

Who We’re Looking For:

We’re not here for average. We need an exceptional Filipino Virtual Assistant to step into an Office Manager role for our fast-paced landscape company. You’ll be the backbone of our admin team, juggling client communications, data mastery, and operational scheduling with ninja-like precision. This isn’t a job for the timid or the uninspired—it’s for a proactive, English-fluent, tech-savvy leader who thrives under pressure and can build an offshore admin empire. If you can’t follow detailed instructions or think on your feet, stop reading now.

What You’ll Do:

Be our voice: Communicate flawlessly with landscape clients via phone, email, and chat, delivering world-class customer service that leaves them raving.
Master the tools: Dominate Google Sheets (linking sheets, multi-tab formulas, auto-updates), Quickbooks, and G-Suite—mining data, creating crystal-clear reports, and scheduling operations seamlessly. Excel skills are a bonus, but Sheets is king. Pick up new software (e.g., CRM or project tools) in days, not weeks.
Run the show: Juggle multiple projects, prioritize what’s urgent without hand-holding, and keep the team updated with concise, proactive progress reports.
Hold the line: Track team goals, nudge us when deadlines loom, and own your accountability with confidence.
Lead the future: Step up as an admin team lead, recruiting and screening additional VAs to build a powerhouse offshore team—potentially replacing all onsite admin staff.
Embrace AI: Use AI tools daily (e.g., ChatGPT, automation platforms) to boost efficiency, with a hunger to master them further.

Must-Haves:

English mastery: Verbal, written, and comprehension skills that rival a native speaker—zero excuses for errors.
Pacific Time warrior: Eager to work 8 AM–5 PM PST (11 PM–8 AM PHT), no complaints, no fatigue.
Customer service rockstar: Bold, friendly, and obsessed with exceeding expectations.
Data wizardry: Advanced proficiency in Google Sheets (linking sheets, multi-tab formulas, auto-updating data), Quickbooks (bookkeeping basics), and G-Suite (calendar ninja). Excel skills (e.g., pivot tables) are a plus but secondary.
Independent thinker: Spot the next task, prioritize it, and act—don’t wait for a babysitter.
Communication beast: Update us constantly, clearly, and proactively via Gmail Chat or WhatsApp.
Multitasking maestro: Handle 5+ projects at once, ranking them by urgency without breaking a sweat.
Leadership grit: Comfortable holding others (and yourself) accountable, with a vision to recruit and train a VA team.
AI enthusiast: Already using AI tools and itching to dive deeper.
CRM expertise: Comfortable with tools like ServiceTitan (Aspire for green industry) to track client interactions.
Process documentation: Able to create SOPs (standard operating procedures) for the admin team.
Conflict resolution: Skill to mediate between crew and clients when jobs go sideways.
Bookkeeping bonus: Reconciling invoices or chasing late payments in Quickbooks.

Bonus Skills (Not Required, But a Huge Plus):

Experience with landscaping or construction industry terms (e.g., irrigation, hardscaping).
Familiarity with EOS (Entrepreneurial Operating System) for goal tracking.
Basic graphic design (e.g., Canva) for internal docs or client updates.
Knowledge of U.S. tax or payroll systems.
How to Apply (READ CAREFULLY):

This isn’t a spray-and-pray application. Prove you’re the one by following these steps exactly:

Submit your resume and a cover letter via onlinejobs.ph.
In your cover letter, start with the phrase: “I’m your Pacific Time powerhouse.”
Answer these 3 questions in your cover letter (max 150 words total):
How do you prioritize tasks when everything’s urgent?
Describe a time you used AI to solve a work problem.
Why should we trust you to lead an offshore team?
Attach a 2-minute video (MP4 format) introducing yourself in English, explaining why you’re perfect for this role. Upload it to Google Drive and include the link in your cover letter. Title the file: “FirstName_LastName_Video.”

Email a sample Google Sheet to Upgrade to see actual info with a multi-tab setup summarizing this fake data: 10 clients, their monthly billing ($500–$2,000), and payment status (Paid, Late, Pending). Tab 1: Raw data. Tab 2: Linked formulas showing totals by status. Subject line: “Elite VA Test – [Your Full Name].”
Ignore any step, miss a detail, or submit sloppy work, and you’re out.

Why Join Us?

Above-average pay (PHP 80,000–120,000/month) for elite talent.
Shape a growing company and build your own team.
Work with cutting-edge tools and a team that values initiative.
Deadline: April 4, 2025, 11:59 PM PHT. Late applications ignored.