Operations Virtual Assistant – Project Tracking & Administrative Support (Remote)

This a Full Remote job, the offer is available from: Asia, APAC, Philippines

Description

About the Role

Snapscale is looking for a highly organized and detail-oriented Operations Virtual Assistant (Project Support Assistant) to support daily operations by tracking projects, samples, and internal requests from initiation through completion. This role focuses on maintaining accurate records, coordinating follow-ups with internal teams and vendors, monitoring deadlines, and ensuring tasks move forward efficiently.

Responsibilities

  • Log new projects, samples, and internal requests into designated tracking systems.
  • Ensure each item has a clearly documented owner, deadline, status, and next steps.
  • Monitor active projects and tasks daily and maintain accurate status updates.
  • Identify stalled, delayed, or overdue items and follow up with the appropriate stakeholders.
  • Coordinate with internal teams and vendors to ensure timely completion of outstanding requests.
  • Track samples and requests from initiation through receipt, completion, and final disposition.
  • Escalate delays, missing information, and unresponsive stakeholders when necessary.
  • Maintain accurate and up-to-date information across project trackers and other designated systems.
  • Conduct routine data checks to ensure records are complete and accurate.
  • Organize digital files and documentation using consistent naming and filing conventions.
  • Prepare end-of-day reports covering completed tasks, ongoing items, and blockers.
  • Prepare weekly summaries of open items, aging tasks, and recurring bottlenecks.
  • Identify recurring operational delays and recommend areas for process improvement.

Perks

  • HMO upon completion of 3 months
  • Attendance bonuses and employee incentives
  • Referral bonus
  • 24 leave benefits
  • Transportation or internet allowance, depending on work arrangement
  • Annual salary increase based on performance appraisal
  • Career growth and development opportunities
  • Fun and supportive work environment

Requirements

  • Previous experience as a Virtual Assistant, Operations Assistant, Project Support Assistant, Administrative Assistant, or in a similar role.
  • Experience with project tracking, task coordination, data entry, or administrative operations.
  • Strong organizational skills and attention to detail.
  • Ability to manage multiple projects, requests, and deadlines simultaneously.
  • Excellent written and verbal English communication skills.
  • Experience following up with internal stakeholders, external vendors, or service providers.
  • Proficiency in spreadsheets, digital documentation, and task-tracking systems.
  • Ability to maintain accurate records and organized digital files.
  • Strong follow-through and the ability to identify and escalate delays proactively.
  • Ability to prepare clear daily updates and weekly status reports.
  • Self-motivated, dependable, and capable of working independently.
  • Willingness to learn new tools, systems, and operational procedures.

This offer from "Snapscale" has been enriched by Jobgether.com and got a 0% flex score.
Back to blog

Other Jobs To Apply

No other job posts for this day.

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...