Full Time

Virtual Assistant (Accounting)

Position Summary:

US-based accounting practice seeking a highly organized and detail-oriented individual to join our team as a Virtual Assistant. This role involves managing client communication, organizing email and file systems, overseeing client engagement processes, and assisting with project management. The ideal candidate will possess strong communication skills, proficiency in various software tools, and the ability to handle multiple tasks in a fast-paced environment.

Job Details:

  • Work from Home
  • Monday to Friday | 9 PM to 6 AM Manila Time
  • *Following US Holidays

Responsibilities:

  • Email and File Organization
    • Organize and manage email correspondence, ensuring timely responses and follow-ups.
    • Maintain a well-structured digital filing system for easy access and retrieval of documents.
  • Client Communication and Contact
    • Consistently communicate with clients, providing status updates and addressing inquiries.
    • Ensure a professional front office appearance through consistent and clear communication.
  • Client Engagement Management
    • Manage the entire client engagement process, from initial contact and onboarding to final invoice and document saving.
    • Create engagement letters and include proprietary welcome articles.
    • Oversee the onboarding and client intake process, ensuring a smooth and efficient experience for new clients.
  • Calendar Scheduling and Tracking
    • Use cloud scheduling software (e.g., CAL.com) to manage appointments and deadlines.
    • Track engagements and ensure all tasks are completed on time.
  • Project Management
    • Plan and track tax engagements, coordinating with the team to ensure all deliverables are met.
    • Monitor project timelines and communicate expectations with clients.
    • Send invoices and save final returns upon payment.
  • Software Proficiency
    • Utilize Canopy Tax for tracking and managing tax-related tasks.
    • Leverage cloud-based scheduling and project management tools to streamline operations.
  • Additional Tasks
    • Assist with general administrative duties when primary tasks are complete.
    • Conduct research and gather information as needed for various projects.
    • Prepare reports and presentations for internal and client use.
    • Assist with marketing and social media management as needed.
    • Provide support for other office-related tasks and projects.

Qualifications:

  • Previous experience in accounting, data entry, administration, or anything similar.
  • Strong organizational and time-management skills.
  • Excellent communication and interpersonal abilities.
  • Ability to manage multiple tasks and projects simultaneously.
  • High level of attention to detail and accuracy.
  • Familiarity with project management principles and tools is a plus.
  • Canopy Tax experience is nice to have.
  • Cal.com experience or similar experience.
  • Proficient in Microsoft Office Suite and other relevant software.
  • Ability to work independently and as part of a team.

by Carl Trinidad

Virtual Assistant

Position Summary:

The Virtual Assistant plays a crucial role in ensuring smooth operations and maintaining efficiency in the office. This position requires someone who is dependable, detail-oriented, and capable of handling multiple tasks simultaneously. As the backbone of the office, you will provide essential support, contributing to seamless customer service and strong internal and external relationships. Your work will include a variety of general office tasks, customer service responsibilities, and collaboration with team members to achieve shared goals.

Job Details:

  • Work from Home
  • Monday to Friday | 11:30 PM to 8:30 AM Manila Time

Responsibilities:

  • Handle general office duties such as answering multi-line phones, managing e-faxes, and performing clerical tasks.
  • Provide prompt, accurate, and friendly customer service to both internal and external clients.
  • Maintain positive relationships with clients, insurance companies, and other stakeholders to ensure business continuity.
  • Communicate clearly and professionally via email and phone, addressing inquiries and resolving issues.
  • Support the team in achieving goals and meeting deadlines by efficiently managing your workload and assisting where needed.
  • Perform other duties as assigned to support office functions and business objectives.

Qualifications:

  • Ethical, honest, and reliable with a strong work ethic.
  • Dependable and punctual with a track record of being responsible and accountable.
  • Quick learner, capable of adapting to new tasks and technologies.
  • Proficient in clerical and computer skills, comfortable with technology such as Google Workspace (Google Docs, email management, etc.).
  • Detail-oriented with excellent organizational skills, able to prioritize tasks effectively.
  • Ability to provide cheerful and friendly customer service, with strong communication skills in English, both written and verbal.
  • Team player who can collaborate with colleagues to achieve team goals and objectives.

by Carl Trinidad

Vendor Management Coordinator

Job Summary:

As a Vendor Management Coordinator, you will perform vendor onboarding and lifecycle management activities in alignment with MCG vendor compliance and risk management program. Interact with vendors to provide support with compliance activities. Interact with all levels of the MCG organization to facilitate timely responses to any questions or concerns. Responsible for ensuring newly onboarded vendors are properly setup in the appropriate MCG systems. Responsible for ensuring updates to existing vendors are properly reflected in the appropriate MCG systems.

Job Details:

  • Work from home
  • 9:30 PM to 6:30 AM Philippine Time

Responsibilities:

  • Work directly with market personnel, GC Souring Managers, and Supply Chain/Sourcing to facilitate the onboarding of subcontractors, suppliers, and vendors through MCG vendor management portals (CERTA and AVETTA)
  • Audit vendor certification system requests to ensure vendors are progressing through onboarding timely and clear any roadblocks
  • Communicate with market personnel, GC Sourcing Managers as well as internal MNS stakeholders on all vendor onboarding and certification matters
  • Perform compliance and risk management reviews on all vendors for lifecycle management as needed to mitigate risk
  • Process vendor set ups and updates in other MasTec systems (Oracle and AccuV)
  • Assist with clean-up and maintenance of vendor data in MCG systems to include CERTA, Oracle, OFS, and AccuV
  • Manage MNS Vendor Portal electronic mailbox
  • Other duties as assigned

Qualifications:

  • 3 + years of experience in the related field preferred (Vendor Management, Supply Chain Management, Procurement, etc.)
  • Advanced computer skills (e.g., MS Word, Excel, PowerPoint, Oracle, web-based tools)
  • Excellent communication, interpersonal skills, and customer service
  • Effective verbal and written communication skills (English required)
  • Strong attention to detail and ability to work well with others in fast-paced, dynamic environment

by Carl Trinidad