Description

ProtopVA Network is excited to present this new job opportunity for a Full-time General Admin, Sales & Marketing VA for an Accounting Firm company (Philippines)

Remember: POOR PROPOSALS from applicants will get IGNORED and eventually will get DISABLED.  It's very important that you are able to read and follow the instructions in order to apply them correctly.

Deadline to apply: You have only 5 days to apply. Please refer to the days left on the right column to submit your proposal before its expiration. Interviews will take place on days 6 to 10 after posting the position. 

 OPPORTUNITIES OFFERED WITH THIS JOB:

•          Opportunity to work alongside a detail-oriented team.

•          Opportunity to be part of a US company

•          Opportunity to work with a great team.

SCHEDULE AND PAY RATE:

•      Schedule:  Monday – Friday 9AM - 1PM and 2PM – 6PM

•      Time Zone: NZ Standard Time

•      Hours: 40 hours/week

•   Open to: The Philippines, Latino America, and The Caribbean          

•     Pay Rate: $3 - 5 /hour

*Rates are dependent on your experience, determined by ProtopVA.

JOB DESCRIPTION:

      1. Customer Service & Support

• Reply to emails & phone calls
• Pick up the phone, and talk to anyone who needs help
• Report and add any support-related issues to CRM System
• Use a VOIP phone (Internet phone) provided by the client, which can be accessed through the computer for inbound/outbound calls
• Talk to people who are mainly existing clients, as well as new potential ones
• Talk to people who are mainly existing clients with any questions they may have.
• Answer calls from new people requesting info
• Follow-up calls with leads, vendors, clients, etc.
• Lead management (filter and sort leads of potential new clients)
• Talk to anyone who needs help

2.Basic Email Marketing

• Design simple email templates for newsletters
• Share content by email that includes customer success stories, industry trends/news, product updates, etc.
• Create an email marketing calendar for monthly campaigns
• Manage MailChimp lists and campaigns or any other email marketing platform
• Basic setup of the email marketing automation funnel

3.Other General Admin Tasks

• Distribute reports through Slack, Teams, Telegram or similar, to the team.
• Update spreadsheets
• Email sorting and organization
• Take notes during team/client meetings, organize minutes
• Generate reports related to given/provided data
• Create PowerPoint/Google Slide presentations
• Improve and organize the document's library, which includes a variety of documents, questionnaires, templates, etc
• Manage online documents, including editing/labeling documents correctly as needed, and changing document names
• Keep referrals and partners up-to-date regarding what happened to their referred clients
• Help the company develop, create, and document the company’s SOPs (standard operating procedures)
• Someone who manages the input of the new project
• Creating a new client in the system and sending the contract to the clients for their projects
• Send estimates to Clients
• Manage documents and spreadsheets using Google Workspace and Microsoft Office.
• Create, organize, update, and share documents and spreadsheets to facilitate seamless communication and data analysis within the team.

4.Basic Content Creation & Copywriting

• Create basic content for social media posts
• Create short blog posts (under 500 words)
• Does not include professional copywriting
• Create basic content for web or landing pages
• Research content, topics, and information to create relevant content
• Translate documents from English to (Spanish-Portuguese) or vice-versa
• Use hashtags, images, and mentions effectively on social media
• Write email templates and other email-related content creation
• Write content for social media posts
• Help create FAQs and helpdesk content

5.Warm Calling Existing Leads

• Perform outbound calls to past clients or existing leads the company already has and offer information about the services the company offers.
• Speak with each lead, take notes, and then add them to the CRM.
• Call leads and prospects to book demos and/or introductory calls manually or through online booking systems like Acuity
• Invite clients to events and ask for referrals

6.Lead Generation & List Building

• Research directories, and websites like LinkedIn and Yellow Pages online to gather and identify potential leads.
• Find potential leads within the list obtained by research or that the company will provide
• Build an Excel/Google Sheets list with basic contact information
• Sort list that can be turned into a CSV file to upload to any CRM or email software. Upload the CSV file to your CRM or email software for efficient management and outreach.

7.Executive/Personal Assistant:

Calendar Management, Email Management & Appointment Setting

• Help book appointments on the manager’s calendar
• Help the client/owner of the company to manage his/her email and calendar with personal and business things.
• Save the appointments into Google Calendar or any other calendar management system.
• Email management: Including reviewing, editing, archiving/labeling, prioritizing, etc.
• Coordinate with multiple people by making calls and handling email
• Set up automatic bookings online, and share booking links with clients/customers as needed

Administrative Tasks:

• Keep track and update customer records
• Maintain an accurate record of online payments.
• Make sure customers pay their bills in a timely manner.
• Take credit card payments over the phone (as needed)
• Keep all company information secure and 100% private
• Help the CEO with various business-related tasks he/she is normally directly responsible for
• Basic project management: Review weekly tasks, processes, and projects due.
• Support managing team members, their work, and results
• Help prioritize how the CEO of the company invests their time
• Help the operation manager to organize their work
• Give support to the Sales and Billing Department

Client Communication, Support & Follow-ups

• Answer inbound calls from potential customers, leads, or clients, gather their information, and answer their queries. Enter all the information into a CRM.
• Transfer the call to the correct person, if not available then take a message.
• Follow up with customers and leads.
• Make two types of outbound calls A) Call potential leads from a list and B) Follow-up calls
• Send the customer SMSs and/or emails to follow-up, up through an internal software

Filtering & Qualifying New Leads

• Help the company talk to all leads and figure out how to qualify new potential leads
• Properly understand the answers to each question to qualify as good or bad leads

Organize Digital Files

• Upload/organize files into web-based systems (Dropbox, Google Drive, etc)
• Re-organize files based on products/services/categories
• Make sure that info is always up-to-date– Organize and input files by product, service or client

SUCCESS PROFILE FOR THIS ROLE:

good email communication, outlook, xero, staff workflow management

 · Communication & Languages: Excellent written English and Spanish skills. / Must be able to draft and send emails and messages to clients. / Must be able to communicate clearly and effectively. / Must have a great memory, be able to remember clients and/or follow scripts. / Super empathetic, energetic, and understand the client’s need.

· Creativity & Proactiveness: Go-getter and/or entrepreneurial attitude. Should be "coachable", willing to learn new skills, and can follow directions. / Someone who can work independently, resourceful to find things on their own. / Not afraid to ask questions, know when to ask for help when needed. / Quick learner, willing to learn new things and able to pick up issues/problems fast. / Take ownership, have a great attitude to get things done.

· People & Relationship: Really good with people and friendly. / High Interpersonal skills positive and with a good sense of humor. / Must be able to separate "Business from emotions" as clients can get very passionate, and it's important for the VA to remember that in the end, it's just work. / Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve. / Someone very patient, who could calm and make other people feel at ease under stressful situations.

· Work Load & Stress Management: Project management experience, good at setting timelines, deadlines and fulfilling expectations / Able to manage stressful situations without affecting them on a personal level / Must be extremely organized and detail-oriented / Must be able to meet the regular business office hours but open to overtime / Great multi-tasker, able to prioritize and have great time management skills

· Technology & Software: Knowledge or willing to invest time in training themselves on the different platforms of the business / Should have experience with Microsoft Excel and the overall Microsoft Office / Experience in managing tasks or project management tools

· Industry Specific: Have self-motivation rather than experience

· Additional: strong with workflow management, and internal staff communication. happy to work with staff and clients

*To have your proposal considered, please Read CAREFULLY the following guidelines to apply for this job:

NOTE: (IF YOUR APPLICATION IS IGNORED OR REJECTED, THE REASON MAY BE LISTED BELOW)

a) For your application to be considered, it must be sent through this platform, and you need to have a completed profile and follow the structure in the proposal guidelines. Click this LINK for instructions. (Proposals in the wrong format will be IGNORED OR REJECTED)

b) Be honest and list as many tasks and subtasks as your knowledge, background, and experience allow in your proposal. If you don't have direct experience in something, you can add any related or similar experience and your willingness to learn new things to fully develop the skills required to execute.

c) The information in your proposal should be tailored to your prior experience and skills in the tasks and subtasks listed below. The more specific you are in your proposal, the higher your chances will be of being hired.

d) Share a link with a voice recording to explain why you are the perfect fit for the role. Speak clearly: avoid whispering, yelling, or using many filler words like "mm," "eeh," or others. Do not record the audio while walking or running; you should not sound agitated. Make sure that there is no background noise. The recording should not exceed 3 minutes in duration Pay attention to your pronunciation: Remember that this is for a position where you will be speaking with people on the phone regularly. For example, pronouncing your "R"s too strongly may sound unnatural; likewise, mispronouncing simple words such as "since," "acquisition," "settle," and others may not leave the best impression. Lastly, double-check the audio to make sure it is clear, and there are no mistakes in pronunciation. Keep in mind that these will be the client's first impressions of you. We appreciate your prompt submission and eagerly await your recording and proposal.

e) Hiring is contingent on your continued participation in our exclusive communication channel via Telegram under your real name. Your application will be ignored or rejected if you are not active.

 

*To join our telegram group and know more about our open positions, click on this link:

Philippines: https://t.me/+QRsxsjWugQQ0NWJh

 

PROPOSAL GUIDELINES TO APPLY FOR THIS JOB.

• Start your Proposal with your Intro: First provide a brief intro of one to two paragraphs introducing yourself, where you’re from, your previous background and work experience, what you studied, and why you should be considered as a candidate that meets the requirements of attitude and skills.

(Always mention the main task in the first line AND each Subtask Experience below)

1. Copy and paste here the first main line task name.

• Mention your experience and specific examples related to each subtask. (Example) I have worked for X months or years doing X for X company, and as part of my daily activities, I executed the following activities: Y and Z, and my results were W.

• (Example for another subtask) While working for X I had the chance to do Y, and Z, and among the things I did on a daily basis were: Examples and results.

• (Example for additional subtask) Despite not having experience doing X, I executed similar activities like Y and Z and feel I can easily learn and perform based on expectations.

• More experience examples.

• And so on for each subtask.

(IMPORTANT: ADD A BLANK SPACE IN BETWEEN EACH MAIN TASK AND SUBTASKS BLOCK)

2. Copy and paste here the second main line task name.

• Mention each subtask experience and specific examples that make reference to the subtask in your past positions. (Example) I have worked for X months or years doing X for X company, and as part of my daily activities, I executed the following activities: Y and Z and my results were W.

• (Example for another subtask) While working for X I had the chance to do Y, and Z, and among the things I did on a daily basis were: Examples and results.

(LEAVE A BLANK SPACE IN BETWEEN THE MAIN TASKS AND SUBTASKS BLOCK)

3. Copy and paste here the third main line task name.

• Mention each subtask experience and specific examples that make reference to the subtask in your past positions…

• And so on…

• And so forth…

PROTOPVA REQUIRED VALUE STANDARDS FOR ALL POSITIONS:

1.     Honesty & integrity at all times

2.     Quick to respond and communicate

3.     Proactive, go-getter, figuring things out on his own (make Google your best friend)

4.     Humble, responsible, and accountable

5.     Professional and focused

6.     Looking for long-term work relationship 1-3+ years

7.     Team oriented

8.     Always willing to learn new things and develop new skills

9.     Efficient and committed to delivering on expectations, and deadlines

10.     Able to write and speak in English and/or Spanish