VA - Operations Specialist

Virtual Assistant – Operations Specialist
(Path to Operations Manager)

We're looking for an Operations-focused Virtual Assistant to take ownership of the systems that keep our business running — logistics, procurement, workflows, and projects. This isn't a task-taking VA role. We're hiring someone who can think several steps ahead, spot what's broken before it breaks, and eventually step into a managerial position overseeing this function.

If you're the kind of person who color-codes your own to-do list without being asked, this is for you.

A note on scope: this role is deliberately focused. We have specialists in-house handling graphic design, social media, email management, and appointment setting — so you won't be pulled into those areas. Your time is protected for operations, systems, and process work.

What You'll Own

Logistics & Shipments

Coordinate inbound/outbound shipments, track orders, and troubleshoot delays before they become problems
Liaise with couriers, freight partners, and suppliers to keep goods moving on schedule

Business Systems

Maintain and improve the tools and platforms we rely on daily (CRM, inventory, project management software, etc.)
Identify gaps in our current systems and propose better ways of doing things

Procurement

Source suppliers, negotiate terms, and manage purchase orders
Track inventory needs and reorder points so we never run short

Project Management

Keep cross-functional projects on track — timelines, deliverables, and follow-ups
Manage website builds and software projects end-to-end, coordinating developers, designers, and other contractors
Turn loose ideas into structured plans with clear next steps

Internal Workflows & AI Adoption

Document and refine how work gets done across the team
Build repeatable processes that reduce friction and save time
Champion the adoption of AI tools across our workflows — identify where automation and AI can save time, then implement it
Stay on top of new AI tools and bring recommendations to the table proactively
Who We're Looking For
Independent — you don't need hand-holding; you take a goal and figure out how to get there
Proactive — you flag issues and bring solutions, not just problems
A natural leader — you're comfortable guiding others, even before you have the title
Empathetic — you understand people, not just processes, and build trust with the team and vendors alike
Exceptionally organised — nothing falls through the cracks on your watch
Mastery-level English, written and spoken
Spreadsheet fluency is essential — comfortable building and managing complex spreadsheets (formulas, dashboards, tracking systems)
"Vibe coding" experience (building/prototyping with AI coding tools) is highly desirable
Based in the Philippines, working primarily in GMT+10 (Australian Eastern Time) hours
AI-fluent — you already use AI tools in your daily work and are excited to bring that mindset to how the whole team operates
Comfortable managing website builds or software projects, even without a technical background

Prior experience in operations, logistics, procurement, project coordination, or website/software project management is a strong plus — but mindset matters more than a perfect resume.

Work Setup
Remote, based in the Philippines
Working hours: 35 hours per week, primarily aligned with GMT+10 (Australian Eastern Time)
You'll be working alongside and, as the role grows, helping guide our Filipino-based tea ---------- mbers
Growth Path

This role is designed to grow. As you prove out ownership of these areas, there's a clear path toward an Operations Manager position with expanded responsibility, a growing team under you, and long-term career prospects with the company.

How to Apply

Reply to this ad with a personalised email — no generic cover letters. Tell us:

Why you're a great fit for this specific position
An example (or examples) of an operational change you've implemented that led to real, measurable success