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TYPE OF WORK
Full Time
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SALARY
1200
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HOURS PER WEEK
40
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DATE UPDATED
Sep 4, 2026
We are a growing, fast-paced company with a team of approximately 100 people and a client base of around 150 clients. As our operations have expanded, our current personal assistants are managing an increasingly high volume of administrative work. We are looking for a dedicated, highly organized Company Admin Virtual Assistant to take ownership of core administrative and operational support tasks.
This is not a personal-assistant position. The successful candidate will serve as the central administrative support resource for the company, helping ensure invoices, refunds, agreements, orders, and other operational requests are handled accurately, promptly, and professionally.
Key Responsibilities
The Company Admin VA will be responsible for the following areas:
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Reviewing, verifying, tracking, and preparing team invoices for payment according to internal processes and approval requirements.
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Processing and tracking payments for team invoices and other approved operational expense invoices.
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Issuing client refunds accurately and in a timely manner after appropriate authorization.
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Preparing refund agreements and ensuring that the relevant documentation is complete, organized, and properly recorded.
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Coordinating product orders, including placing orders, following up with suppliers or vendors, tracking delivery status, and maintaining order records.
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Maintaining organized records for invoices, payments, refunds, agreements, receipts, and administrative requests.
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Following up with internal team members, vendors, and other stakeholders when information, approvals, or supporting documents are missing.
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Identifying administrative bottlenecks, bringing issues to the appropriate person, and helping improve recurring workflows.
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Supporting other reasonable administrative and operational tasks as needed.
What We Are Looking For
We are looking for someone who is dependable, detail-oriented, proactive, and comfortable managing a high volume of time-sensitive work. You should be able to work independently while following established processes and escalating exceptions appropriately.
The ideal candidate has:
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Proven experience as a virtual assistant, administrative assistant, operations assistant, finance administrator, or in a similar administrative role.
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Experience handling invoices, payment coordination, expense tracking, refunds, agreements, purchase orders, or related administrative documentation.
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Exceptional attention to detail, particularly when working with names, amounts, payment information, dates, and client records.
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Strong organizational and time-management skills, with the ability to prioritize multiple requests and meet deadlines.
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Clear, professional written communication skills in English.
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A high level of discretion and professionalism when handling confidential client, team, and financial information.
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Comfort using common business tools such as Google Workspace, spreadsheets, project-management systems, payment platforms, and communication tools. Experience with bookkeeping, CRM, or invoice-management software is a plus.
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The confidence to ask clarifying questions, follow documented approval processes, and flag discrepancies before action is taken.
Important Working Standards
Because this role involves financial and client-facing administrative processes, accuracy and accountability are essential. The Company Admin VA will be expected to follow authorization procedures, maintain complete records, protect confidential information, and communicate promptly when an issue requires review or approval.
Why This Role Matters
This role will directly support the smooth day-to-day operation of a company serving approximately 150 clients and supported by a team of around 100 people. By taking ownership of essential administrative processes, the Company Admin VA will reduce pressure on our current personal assistants and help the wider team operate more efficiently.
Compensation and Bonuses
The compensation for this position is $800 per month base and OTEs 1200 based on additional bonus and commission structure. Bonus eligibility, performance measures, approval requirements, and payment timing will follow the same internal framework currently used for executive roles.
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