Senior Virtual Assistant - Order Entry & Administrative Support

Title: Senior Virtual Assistant — Order Entry & Administrative Support
Company: CADTALK (U.S.-based SaaS)
Location: Philippines (Remote, must overlap U.S. Eastern Time hours)
Type: Temp to hire, Full-time
Reports to: Executive Assistant to the CEO
Start Date: As soon as a qualified candidate is available

About Us

CADTALK is a growing SaaS company in the manufacturing technology space. We integrate CAD and ERP systems so manufacturers can work faster and with fewer errors. We are hiring a seasoned Virtual Assistant in the Philippines to own our order entry process and provide administrative support across departments — Customer Success, Professional Services, Sales, and Administration.

Role Summary

This role has two halves. The first is order entry: you will process every new order that comes into CADTALK, from the signed quote through billing setup and customer onboarding communication. Orders reach us through several partner channels, each with its own rules, and getting them right the first time matters more than getting them done fast. The second half is administrative support across the company — the follow-ups, tracking, and documentation that keep teams on schedule.

We are looking for someone who takes pride in accuracy. If you enjoy catching the discrepancy nobody else noticed, you will do well here.

Order Entry & Billing (primary)

Process new orders in Chargebee from receipt through invoicing, following documented procedures for each partner channel.
Verify order details against signed quotes and purchase orders before entry; flag and resolve discrepancies before anything is billed.
Send customer welcome and order confirmation email s, and confirm that licensing and support access were delivered.
Set up new customer records and keep billing data accurate and current.
Track renewals and prepare renewal and past-due summaries.
Follow up on accounts receivable and outstanding invoices.
Maintain and improve order entry documentation as processes change.

Administrative & Department Support

Draft and send follow-up email s, recaps, and customer check-ins.
Schedule and confirm meetings, send reminders, and coordinate calendars.
Keep CRM records accurate, including contacts, notes, and deal stages.
Maintain dashboards, spreadsheets, and status reports.
Send and compile survey results (NPS, CSAT, project closeouts).
Maintain SOPs, playbooks, and shared folders.
Conduct research on companies and contacts as needed.
Organize receipts, invoices, and administrative records.
Identify process improvements and automation opportunities, and propose them.

Your Skills & Qualifications

2+ years of remote support work covering multiple functions (operations, executive assistance, senior VA).
Direct experience with order processing, billing, invoicing, or bookkeeping. This is the qualification that matters most.
Excellent written English. You will write directly to our customers, often without review.
Careful and methodical with numbers and data. You check your work.
CRM experience and a data hygiene mindset.
Comfortable across many tools and switching between them. Our stack includes Chargebee, Pipedrive, Microsoft 365, and Outline.
Proactive and self-directed; able to anticipate what is needed next.
Bonus: experience with SaaS billing platforms, subscription or renewal management, or customer onboarding tools.

Hours & Compensation

Overlap with U.S. Eastern Time, core window 9am–4pm ET.
Full-time, remote, temp to hire.
Highly competitive compensation depending on experience and skill level.
Salary range: US$1,500+/month (~₱94,000/month)