Zoho Administrator/Automation Virtual Assistant

We are seeking an experienced Zoho Virtual Assistant / Zoho Administrator to help our growing business develop, maintain, and improve our Zoho systems.

A major focus of this position will be Zoho Forms, including creating new forms, updating existing forms, building workflows, monitoring submissions, organizing data, troubleshooting issues, and helping us automate processes.

We are looking for someone who is already highly familiar with the Zoho ecosystem and can help us determine the best way to configure Zoho for different business needs—not someone who will need to learn Zoho from the beginning.

This will initially be a part-time position with the potential for ongoing and expanded responsibilities.

Zoho Forms

• Create and configure new Zoho Forms.
• Modify and improve existing forms.
• Build conditional logic and field rules.
• Create approval workflows and notifications.
• Configure automated email s following form submissions.
• Create prefilled forms when appropriate.
• Configure signatures, file uploads, photos, and attachments.
• Build multi-page and more complex forms.
• Create calculations and validation rules.
• Troubleshoot form issues.
• Test forms before implementation.
• Monitor form submissions and identify errors or incomplete workflows.
• Organize and manage form data.
• Help improve the user experience for employees completing forms.

Zoho Workflow & Automation

Help us identify opportunities to reduce manual administrative work through automation.

Responsibilities may include:

• Creating automated workflows between Zoho applications.
• Configuring Zoho Flow integrations.
• Connecting Zoho Forms with other Zoho applications.
• Setting up alerts, reminders, follow-ups, and notifications.
• Creating approval processes.
• Automating document and report generation when possible.
• Helping eliminate duplicate data entry.
• Troubleshooting failed automations and integrations.

Other Zoho Applications

Experience with multiple Zoho applications is strongly preferred, including:

• Zoho Forms
• Zoho CRM
• Zoho Flow
• Zoho Creator
• Zoho Analytics
• Zoho WorkDrive
• Zoho Sign
• Zoho Survey
• Zoho Projects
• Zoho Desk

You do not need to be an expert in every Zoho application, but you should understand how the Zoho ecosystem works and how different Zoho applications can integrate with one another.

System Administration & Monitoring

The person in this position will also help us maintain the systems after they are created.
This may include:

• Reviewing forms and workflows to make sure they continue working properly.
• Identifying failed integrations or automations.
• Monitoring data quality.
• Correcting configuration problems.
• Maintaining field names, dropdown lists, templates, and workflows.
• Documenting system configurations.
• Maintaining an organized list of existing forms and automations.
• Creating backups or documentation of important configurations.
• Helping manage user permissions when appropriate.
• Recommending improvements to existing processes.

Process Improvement
We want someone who does more than simply complete assigned tasks.
We are looking for someone who can review a business process and say: There is a better way to do this in Zoho.

The ideal candidate will be comfortable asking questions about how our processes currently work and recommending ways to simplify or automate them.

Examples may include:

• Converting manual processes into digital forms.
• Creating automated follow-up processes.
• Developing dashboards or tracking systems.
• Connecting information between Zoho applications.
• Eliminating repetitive administrative work.
• Improving the way information is collected and organized.
• Creating standardized workflows that can be used across the company.

Required Qualifications

• Demonstrated professional experience using Zoho Forms.
• Experience building advanced Zoho Forms using conditional logic and workflows.
• Strong understanding of the Zoho ecosystem.
• Experience creating and troubleshooting automated workflows.
• Ability to independently investigate and solve Zoho configuration problems.
• Excellent attention to detail.
• Strong organizational skills.
• Ability to clearly document completed work.
• Strong written English communication skills.
• Ability to communicate technical concepts in understandable language.
• Reliable internet connection and ability to work independently.

Strongly Preferred Qualifications
Experience with any of the following is highly desirable:

• Zoho Flow
• Zoho Creator
• Zoho CRM
• Zoho Analytics
• Zoho WorkDrive
• Zoho Sign
• Deluge scripting
• APIs and webhooks
• Microsoft 365
• SharePoint
• Power Automate
• PDF/document automation
• Dashboard creation
• Business process automation
• AI integrations with Zoho or other business applications

Ideal Candidate
Our ideal candidate is:

• Technically strong but practical.
• Comfortable learning how a business operates before building a solution.
• Able to work independently.
• Proactive about identifying problems.
• Extremely detail-oriented.
• Good at troubleshooting.
• Organized with system documentation.
• Comfortable managing multiple small projects.
• Able to recommend solutions instead of waiting for detailed instructions for every task.
• Interested in developing a long-term working relationship with a growing company.

Application Requirements
To apply, please answer the following questions:

1. How many years have you worked with Zoho?

2. Which Zoho applications have you used professionally?

3. On a scale of 1–10, how would you rate your experience with Zoho Forms?

4. Describe the most complex Zoho Form you have created and why was it complex?

5. Have you created conditional logic, approval workflows, automated email s, or integrations using Zoho Forms? Please provide examples.

6. What experience do you have with Zoho Flow?

7. What experience do you have with Zoho Creator?

8. Have you used Deluge scripting? If yes, please describe your experience.

9. Have you integrated Zoho with non-Zoho applications? If yes, please provide examples.

10. Have you created automated PDF reports or documents from Zoho Form submissions?

11. Please describe one business process you automated using Zoho.

12. If a Zoho automation suddenly stopped working, what steps would you take to troubleshoot it?

13. Are you comfortable reviewing an existing business process and recommending a better way to configure it in Zoho?

14. Please provide screenshots, examples, or a portfolio of Zoho systems you have created if available. Please remove or hide any confidential client information.

16. How many hours per week are you currently available? What hours are you able to work during USA Pacific Time?

Important Application Instruction
Please begin your application with the words:

ZOHO FORMS

Qualified candidate should submit the above answer and a CV to: ----------

We are specifically looking for someone with existing hands-on Zoho experience. Please do not apply if your experience is primarily general virtual assistance and you have only limited exposure to Zoho.