One of your first priorities will be to review how the business currently operates and create a central project/task management system that works for ML Interior Design and The Design Club.

This may involve assessing existing tools such as Dubsado, Programa, Google Drive and other systems and determining what should be used for what.

You will:

Create a central project management system
Establish project stages and workflows
Create task lists and recurring tasks
Create clear ownership for tasks
Set deadlines and follow-up dates
Create a central “Waiting On” system
Track client approvals and outstanding information
Track supplier actions and outstanding quotes
Monitor project progress
Identify bottlenecks before they become problems
Maintain the system so it remains accurate and useful
Continually improve workflows as the business grows

The goal is that Melissa can open one dashboard and immediately understand:

What is happening?What needs my attention?What is overdue?What are we waiting on?What needs to happen next?

You will be responsible for keeping this system alive and up to date.

2. Be Melissa's Organisational Right Hand

A major part of this role is helping Melissa stay organised and focused.

You will help manage:

Weekly priorities
Daily priorities
Upcoming deadlines
Meetings
Follow-ups
Outstanding decisions
Project deadlines
Personal action items relating to the business
Business opportunities
Important reminders
Recurring tasks
“Don't forget” items

You will proactively identify when something is slipping and bring it to Melissa's attention.

Rather than waiting for Melissa to say:

“Can you remind me about this?”

You should already have it on your radar.

You will help Melissa move from remembering everything herself to having a reliable system that remembers it for her.

3. Inbox Management & Email Systems

Inbox management will be a significant part of this role.

The objective is to transform Melissa's inbox from a constant source of interruption into a managed workflow.

You will:

Review and triage the inbox
Organise emails using folders, labels and categories
Archive and remove unnecessary emails
Identify emails requiring Melissa's attention
Respond to emails that fall within your authority
Draft responses for Melissa where required
Convert emails into tasks
Assign follow-up dates
Follow up outstanding emails
Maintain a “Waiting On” list
File important attachments
Ensure project information is added to the appropriate system
Monitor unanswered client and supplier emails
Flag urgent or sensitive matters
Create and maintain email templates
Identify opportunities to automate repetitive communication

You will establish a clear inbox framework such as:

MELISSA TO RESPONDRequires Melissa's expertise, decision or personal response.

VA TO RESPONDCan be handled using existing processes or templates.

VA TO ACTIONRequires an administrative task or follow-up.

WAITING ONSomeone else needs to respond or provide something.

FYI / FILENo action required.

The aim is for Melissa to stop living in her inbox.

4. Client & Project Coordination

You will help keep interior design projects moving from enquiry through to completion.

Responsibilities may include:

Maintaining project information
Managing project timelines
Creating project tasks
Scheduling meetings
Sending reminders
Preparing meeting information
Following up outstanding client information
Following up approvals
Tracking revisions
Monitoring project deadlines
Coordinating information between Melissa, clients, suppliers and the team
Preparing project status updates
Maintaining project folders
Ensuring documentation is filed correctly
Identifying potential delays or bottlenecks

You will not be responsible for making design decisions, but you will ensure the administrative process surrounding those decisions keeps moving.

5. Supplier & Procurement Administration

You will assist with the operational side of product procurement and supplier communication.

This may include:

Requesting quotes
Following up quotes
Requesting trade pricing
Checking lead times
Requesting samples
Following up outstanding supplier information
Tracking orders

Pay: Php15,000.00 - Php17,000.00 per month

Application Question(s):

Do you have experience using Dubsudo?
How many years of Virtual Admin Assistant do you have?

Work Location: Remote

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