Virtual Admin Assistant

Company Overview

The company is a payment processing business that works through a network of agents to bring on new clients and manage client accounts. The team handles everything from onboarding new clients and agents to servicing and, when needed, cancelling existing accounts.

Role Overview

The client is looking for a flexible Virtual Admin Assistant to take a wide range of day-to-day tasks off their plate — from drafting emails and sorting QuickBooks receipts to handling phone-based account work and sitting in on internal meetings.

This is a broad, evolving role: roughly 15 hours a week will cover recurring responsibilities, with the remaining hours held open for new projects and ad hoc requests as they come up.

Key Responsibilities

• Draft emails and correspondence for review and approval — this role prepares drafts but never sends on behalf of the client.

• Sit in on select internal meetings (roughly 10–12 hours/month), take notes, and represent the company professionally, escalating questions rather than answering on the spot.

• Sort and categorize QuickBooks receipts into the correct expense categories (nice-to-have skill, not a deal-breaker).

• Support client and agent onboarding, including sending out onboarding forms and, once trust is established, logging into accounts to complete setup steps.

• Make and receive phone calls on the company's behalf, including handling account cancellations — holding, verifying details, and drafting the cancellation notice for approval.

• Manage their own calendar and stay organized across a flexible, day-to-day task list.

• Take on ad hoc projects and new tasks as they come up, with a willingness to learn processes that are new to them.

Skills & Tools

• Comfortable making and receiving phone calls, including sitting on hold and navigating phone trees for account matters.

• Working knowledge of QuickBooks (or similar bookkeeping software) is a strong plus, but not required.

• Confident, clear written English for drafting client- and agent-facing emails.

• Comfortable with basic form-based onboarding workflows and simple software logins.

• Flexible and proactive — comfortable being assigned new or last-minute tasks day to day, and confident enough to speak up and make calls.

Contract & Logistics

• Part-time to start: 20 hours/week (80 hours/month), Monday–Wednesday 8am–2pm PST, plus a couple of flexible hours on Thursday.

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Originally posted on Himalayas