Operations Virtual Assistant

Our Company

At DOXA, we are dedicated to connecting businesses with top tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well being, ensuring you thrive both personally and professionally.

The Role:

A growing real estate services company is seeking a highly organized and detail oriented Virtual Assistant to support the Director of Business Systems and the Accounting team through structured email triage, task tracking, and internal case coordination.

This role is designed to protect leadership time by filtering, prioritizing, and routing incoming requests while maintaining accurate tracking in Smartsheet.

All systems and workflows are already in place. This position focuses on disciplined execution, organization, and consistent follow through.

Over time, there may be opportunities to absorb additional backend support tasks as trust and familiarity grow.

Location: Must be residing in the Philippines (Remote)
Environment: Philippines and international teams
Language: Advanced English (B2 to C1)
Timezone: 8 AM to 5 PM PST, follows Philippine holidays
Employment Type: Full time

Requirements:

Education: Bachelor’s degree or equivalent experience preferred

Experience:
• 2+ years of experience as a Virtual Assistant, Operations Assistant, or similar support role
• Experience managing email inboxes including triaging, prioritizing, and routing requests
• Experience using task or case management systems such as Smartsheet, Asana, ClickUp, or similar tools
• Experience supporting internal teams with task coordination and follow through
• Property management experience preferred but not required

Skills:

• Email triage and prioritization
• Task tracking and case management
• Proficiency in Microsoft 365, particularly Outlook and Excel
• Ability to work with structured tracking sheets and basic Excel formulas
• Clear written communication skills
• Ability to escalate issues appropriately
• Ability to follow structured processes and workflows

Characteristics

• Organized
• Process oriented
• Calm demeanor
• Structured thinker
• Detail driven
• Reliable and consistent

Responsibilities:

Email Review & Prioritization

Accounting Inbox (30–60 emails per day)

• Review and triage incoming emails
• Remove spam and manage unsubscribes
• Prioritize actionable items (High / Medium / Low)
• Route items to the appropriate property accountant
• Ensure follow-through on time-sensitive internal requests
• Update related tasks in Smartsheet

Director of Business Systems Inbox (20–40 emails per day)

• Maintain clean and organized inbox structure
• Review and prioritize incoming internal requests
• Create Fulcrum Support Cases as needed
• Prepare Daily Digest summarizing High / Medium / Low priorities
• Escalate unclear or sensitive items to DBS
• Ensure proper tracking and closure of requests

Case Management & Internal Follow-Up

• Create and maintain support cases in Smartsheet
• Monitor open and “Not Started” cases
• Send follow-up reminders to internal stakeholders
• Provide weekly case load summary report
• Maintain visibility into open, completed, and past-due items

Employee Onboarding & Termination Support

• Update Staffing Manual for new employees using documented, automated steps (approximately 15-minute task per update)
• Maintain and manage One Page documentation (Excel tracking sheet showing staff assignments)
• Conduct bi-monthly outreach to confirm staffing changes and ensure documentation accuracy

Out-of-Office Coverage Support

• Complete Procure-to-Pay (P2P) out-of-office updates in ELEVATE (approximately 2-minute task, 7-click process)