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Role Summary

This is a hybrid Operations Assistant / Chief-of-Staff-track role, not a traditional virtual assistant position. The person in this role will work directly with the COO to document and streamline how the business runs — capturing existing processes, writing and testing Standard Operating Procedures (SOPs), helping build out the company’s organizational chart, and executing day-to-day operational tasks including outbound/inbound calls and remote warehouse camera monitoring. This role is best suited to someone early in an operations or business-systems career who is highly organized, fluent with AI tools, and wants to grow into a more senior operations position as the business scales.

Key Responsibilities

Process & SOP Development

• Shadow the COO and existing team members to observe and document current workflows. Convert observed processes into clear, step-by-step SOPs using tools such as Notion, ClickUp, Tango, or Scribe. Use AI tools (ChatGPT, Claude, etc.) to draft, refine, and organize SOP content — not just to summarize notes. Test each SOP by executing it personally before rolling it out, and flag gaps or inefficiencies. Maintain a living SOP library and keep it updated as processes change.

Organizational Support

• Assist the COO in mapping roles, responsibilities, and reporting lines into an organizational chart. Keep the org chart current as the team grows or responsibilities shift. Identify where processes break down between roles and propose fixes.

Phone & Communication

• Place and receive calls on behalf of the business using a company VoIP line (e.g., OpenPhone, Aircall, RingCentral). Follow approved call scripts/guardrails; escalate anything outside of defined authority. Maintain clear, professional phone etiquette suitable for client- and vendor-facing conversations.

Warehouse Camera Monitoring (Ring)

• Monitor warehouse security cameras via Ring during assigned hours, primarily through motion/person alerts rather than continuous live viewing. Follow the incident-response SOP: verify the alert, determine severity, and escalate per the defined chain of contact (COO first, then Owner if unreachable, local security, or police, as applicable). Log incidents and notable events for the COO’s review.

General Execution

• Take ownership of assigned tasks end-to-end rather than waiting for detailed instructions once trained. Use AI and automation tools (Zapier, Make, n8n, or similar) to remove manual steps from recurring tasks. Provide regular status updates to the COO on projects, SOPs in progress, and open issues.

Requirements

Experience & Skills

• 1–3+ years in an operations, executive assistant, project coordination, or business-process role (BPO, startup, or agency experience welcomed). Demonstrated, hands-on comfort with AI tools for real work — candidates should be prepared to show an example (an SOP, document, or workflow they built with AI assistance). Strong written and spoken English with clear, confident phone communication. Experience with (or fast aptitude for) tools Highly organized, detail-oriented, and comfortable documenting processes in writing. Trustworthy and discreet — this role will have access to business communications, client calls, and live camera feeds.

Preferred Educational Background

No single degree is required, and demonstrated skill (a real SOP or workflow the candidate has built, hands-on AI fluency) should weigh more heavily than the diploma itself — strong operations talent in the Philippines frequently comes from BPO or startup backgrounds without a directly matching degree. That said, the following academic backgrounds tend to correlate well with this role and are useful as a positive filter:

• BS Industrial Engineering — the most directly relevant degree for this type of work; Philippine IE programs specifically teach process/workflow mapping, time-and-motion studies, and systems design, and IE graduates are a well-established, easy-to-source talent pool for operations roles. BS Management Engineering or BS Business Administration (major in Operations Management) — blends business fundamentals with structured, process-oriented thinking. BS Mathematics, Applied Mathematics, or Statistics — strong logical and analytical rigor that transfers well to structuring SOPs and spotting inefficiencies, though less directly “operations”-focused than Industrial Engineering. BS Information Technology or Computer Science — a plus if you want this person to eventually go beyond using AI tools and into building light automations (Zapier, Make, simple scripts). BS Accountancy or Finance — worth considering only if the role will also touch financial reporting, reconciliation, or vendor payments.

Technical & Home-Office Requirements

• Reliable primary internet connection (minimum 25 Mbps) plus a backup connection (mobile hotspot or second ISP). A quiet, dedicated workspace with a noise-canceling headset suitable for client calls. A laptop/desktop capable of running a VoIP app, browser-based tools, and the Ring app simultaneously. Backup power (UPS or equivalent) to handle local outages without dropping calls or monitoring coverage. Willingness to sign an NDA and comply with data-security practices for handling business and client information.

Schedule

• Manila-based, working hours aligned to the COO’s business hours (Pacific Time) — this is a night-shift schedule on the Manila clock. Specific shift hours and any night-differential pay to be confirmed at offer stage.

Pay: Php50,000.00 per month

Benefits:

• Work from home

Work Location: Remote