Part Time Virtual Receptionist and Administrative Assistant

We are a professional tax and financial services firm seeking a reliable, organized, and professional virtual receptionist and administrative assistant based in the Philippines.

This is a long term, part time remote position. The assistant must be available throughout our business hours to answer incoming telephone calls immediately. Active telephone and administrative work is expected to range from approximately 5 to 15 hours per week, although the assistant must remain reachable throughout the full coverage window.

WORK SCHEDULE

Monday through Friday, 10:00 a.m. to 5:00 p.m. Eastern Time.

This is currently approximately 10:00 p.m. to 5:00 a.m. Philippine Time, shifting one hour later when United States clocks change in November. Applicants must be comfortable working an overnight schedule.

The position is nonexclusive. The assistant may perform other compatible remote work during quiet periods. However, incoming calls from our business must be answered promptly, and our assigned responsibilities must receive immediate priority.

Only time spent answering calls, communicating with clients or team members, and completing assigned administrative work should be recorded as billable time.

PRIMARY RESPONSIBILITIES

- Answer all incoming telephone calls promptly and professionally using the company name.
- Speak clearly and professionally with prospective and existing clients.
- Obtain the caller's name, telephone number, email address, and reason for calling.
- Schedule consultations and client appointments accurately.
- Immediately communicate telephone messages and important updates to the appropriate team member.
- Monitor and respond to approved business emails.
- Contact clients to request missing documents, information, signatures, or payments.
- Send appointment confirmations and reminders.
- Prepare and send approved invoices.
- Maintain spreadsheets, client tracking lists, contact records, and administrative reports.
- Update client notes, appointment information, and follow up statuses.
- Send approved intake forms, secure document links, and general client instructions.
- Follow up with clients regarding outstanding items.
- Assist with general administrative assignments as requested.

REQUIRED QUALIFICATIONS

- Fluent spoken and written English.
- Clear, professional, and friendly telephone voice.
- Previous experience as a virtual receptionist, administrative assistant, customer service representative, or executive assistant.
- Strong attention to detail.
- Strong organizational and time management skills.
- Experience using email, online calendars, spreadsheets, and telephone systems.
- Ability to communicate professionally with clients and team members.
- Reliable high speed internet connection.
- Backup internet connection or mobile hotspot.
- Reliable computer and professional headset.
- Quiet and professional working environment.
- Ability to answer calls immediately during the required coverage window.
- Ability to follow written procedures and protect confidential client information.

PREFERRED QUALIFICATIONS

- Experience with Google Workspace, Microsoft Excel, Zoom, Dropbox, customer relationship management systems, or invoicing software.
- Experience working with a professional services, accounting, tax, legal, financial, or consulting firm.

We use TaxDome for client communication and practice management. Prior experience with TaxDome is a plus, but it is not required and training will be provided.

COMPENSATION

$3 to $5 per hour, based on experience, English proficiency, telephone skills, and administrative abilities.

Expected billable time is approximately 5 to 15 hours per week, with a maximum of 15 billable hours per week unless additional hours are approved in advance.

Only active work should be billed. Availability during the coverage window is required but is not separately billable.

There may be an opportunity for additional hours and increased compensation based on performance, reliability, and the growth of the position.

IMPORTANT EXPECTATIONS

- Answering incoming telephone calls is the highest priority of this position.
- The selected assistant must remain signed into the telephone system and reachable throughout the scheduled coverage window.
- Calls should be answered as soon as they arrive whenever reasonably possible.
- Client messages must be documented accurately and communicated to the team promptly.
- The assistant may not provide tax, legal, accounting, or financial advice.
- The assistant may not request or collect Social Security numbers, banking information, tax identification numbers, passwords, or other sensitive information by telephone unless specifically authorized and properly trained.
- All client and company information must remain strictly confidential. The selected assistant will be required to sign a confidentiality agreement before beginning work.

APPLICATION INSTRUCTIONS

To be considered, please submit the following:

1. A brief description of your previous receptionist, telephone, customer service, or administrative experience.

2. A link to a one to two minute voice recording introducing yourself and explaining why you would be a good fit for this position. Please upload the recording to Vocaroo or Google Drive and paste the link in your application, making sure the link is set so that anyone can listen to it.

3. Confirmation that you can remain available Monday through Friday, from 10:00 a.m. to 5:00 p.m. Eastern Time.

4. Confirmation that you understand this is an overnight schedule in the Philippines.

5. Your requested hourly rate, between $3 and $5 per hour.

6. A description of your internet connection, backup internet arrangement, computer, and headset.

7. A list of the software programs you have used, including calendars, email platforms, spreadsheets, telephone systems, invoicing software, and customer relationship management systems. Please mention whether you have used TaxDome.

8. Confirmation that you understand that only active work is billable, although availability is required throughout the coverage window.

9. The word "Reception" at the beginning of your application, so we know you read the complete posting.

Applications submitted without a voice recording link will not be considered.

We are looking for someone dependable, professional, and responsive, who is interested in a stable, long term working relationship.