Job Description
As Administrative Virtual Assistant at Grip, you will be a vital part of the operations team, ensuring the smooth execution of daily administrative tasks, client and team onboarding, strictly following our written SOPs to perform reconciliation of financial transactions and communication management.
Your meticulous attention to detail, proactive approach, and ability to work independently strictly following SOPS will help drive operational efficiency and support the company’s growth.
Almost every task you will be required to perform already has a detailed SOP for you to strictly follow with precision and accuracy.
For new processes you will learn how to add to our 200+ library of existing SOPs by using our SOP template to document the procedures.
Job Title
-
General Virtual Assistant
Work Schedule
- Night Shift
Job Qualifications/Requirements
- Must possess Excellent English communication skills and demonstrate the ability to express oneself clearly and concisely in written and verbal communications in English.
- Must have 3+ years Experience in Administrative Virtual Assistance within an online environment.
- High computer literacy with advanced level of proficiency and snappy when using a computer while maintaining accuracy.
- Advanced level proficiency and experience with using project management software. Ideally ClickUp, but Advanced level proficiency with at least one.
- Intermediate Proficiency with using Google Sheets.
- Committed to always follow SOPs precisely and accurately.
- Adherence to standard naming conventions.
- Experience with Google Suite, Slack and Zoom.
- Ability to adapt to new technologies and tools quickly.
- Discretion and respect for the confidentiality of client and financial data.
- You have the ability to work independently and cooperatively in a diverse group.
- Experience in filming screencast walk-through videos to communicate with the team and in SOPs.
- Demonstrate active listening skills and your ability to apply learnings over time.
- A natural desire to support and fix errors that you come across.
- You recognize recurrent or potential issues and problems, and know when to escalate, pull in a subject matter expert and propose solutions.
- Motivated by clients’ happiness, success and constantly improved customer service and campaign results.
- Excellent document formatting skills with a natural tendency to make things clear and tidy.
- Ability to read and work from Flowcharts/Process Maps.
- Organized and methodical with meticulous attention to detail and when you find a solution, you turn it into a process that anyone else can easily follow.
- Demonstrate the ability to clearly articulate ideas and feedback in a constructive way.
- A natural overachiever with a relentless drive to be the best and you take pride in delivering results far beyond what people expect of you.
- Proven interpersonal skills and ability to clarify or resolve discrepancies.
- Effective time management skills and a demonstrated ability to organize and manage multiple projects simultaneously, keeping them on-track using problem solving/resolution skills and a team focus.
- You will demonstrate the ability to build effective long-term relationships across all levels of the organization.
- Proactive individual who is full of grit and relentless resolve. You love to find solutions to problems rather than avoiding them, no matter the scenario.
- You’re naturally curious, you seek to understand and show empathy. Have an insatiable thirst for learning and knowledge combined with a bias for action. You’re able to convert thought into execution quickly.
Job Responsibilities
- Daily Administrative Tasks:
You will strictly follow our SOPs with precision and accuracy to:
● Email management. Monitor and manage the CEO’s inbox, prioritizing and responding to emails as needed.
● Manage company email inboxes to inbox zero and assign action items inside project management software.
● Check Daily Performance reports on Google Sheets and make any necessary changes by strictly following SOPs
● Perform a Backup our SOP and document library.
● Schedule Google calendar events and create Zoom meeting rooms.
● Assist in the preparation and coordination of company meetings, including scheduling, agenda preparation, and minute-taking.
● Conduct daily Account Reconciliation adding receipts and categorizing transactions in our accounting system software.
● Create and assign tasks in our Project Management software from communication
received in Slack and/or inside our project management tool ClickUp.
● Process our SOPs-to-create list and organize and set permissions for team members in ClickUp.
● Identify opportunities for process improvement and raise with the Operations Manager.
● Provide general administrative support to the Operations Manager, CEO and other team members as needed. - Weekly Administrative Tasks:
You will strictly follow our SOPs with precision and accuracy to:
● Extract weekly Time Doctor data and process into our template spreadsheet to generate reports for Operations Manager by strictly following SOPs.
● Prepare various reports for our Operations Manager to review ahead of our weekly all hands meeting.
● Assist Operations Manager to organise and keep ClickUp our project management software clean and efficient. - Monthly Administrative Tasks:
You will strictly follow our SOPs with precision and accuracy to:
● Extract Monthly Time Doctor data and process into our template Google spreadsheet to generate reports for Operations Manager.
● Download and save monthly bank statements into Google Drive.
● Follow SOPs to use our Google Sheet templates to calculate Client invoices and team compensation payments.
● Send invoice requests via email to vendors.
● Setup bills and draft invoices within our accounting software.
● Setup draft payments for CEO approval in our online banking system.
● Process and track expense requests, ensuring they meet company policies.
● Maintain an organized archive of ongoing subscriptions and vendor contracts.
● Update CRM and reconcile payments received.
Good luck and God Bless!