Operations Associate

Summary

Join ConnectOS, a top-rated Philippines employer, and work as a virtual assistant supporting a professional services firm. The schedule is 9 PM to 6 AM PHT (4 hours daily, flexible within client hours). You will manage multiple inboxes, track client communications, prepare documents, maintain client records, and assist with various administrative tasks. Strong English communication, organization, and proficiency in Google Workspace are essential. Experience with accounting firms or similar tools is a plus. The role requires comfort with video conferencing and handling sensitive data.

Requirements

• Strong command of written and spoken English
• Highly organized, detail-oriented, and efficient
• Proactive and takes initiative without needing constant direction
• Dependable and responsive during agreed-upon working hours (U.S. time zone overlap required)
• Comfortable using Google Workspace, Excel/Google Sheets, and project management tools
• Experience working remotely and handling sensitive data with discretion
• Must be comfortable on camera as we have constant team meetings

Responsibilities

• Monitor multiple team email inboxes to ensure all incoming messages are read, tracked, and responded to promptly
• Flag urgent emails, organize follow-ups, and draft replies for team review when necessary
• Send client-facing emails and ensure clear, timely communication throughout the engagement process
• Track and follow up on open client items or pending tasks via email
• Prepare and update engagement letters using Knuula
• Maintain and organize master client lists, contact information, statuses, and folders across platforms
• Set up and manage folders in Google Drive, ShareFile, and other storage platforms
• Create, organize, and update client records in platforms such as KarbonHQ, QuickBooks, and CCH
• Assist in collecting, uploading, and organizing client documents during onboarding and throughout engagements
• Keep team workflows and tasks updated in KarbonHQ
• Assign or follow up on tasks as directed by leadership to ensure nothing falls through the cracks
• Maintain naming conventions and documentation standards across all platforms
• Help document standard operating procedures (SOP) as tasks are completed
• Assist in research, data entry, or spreadsheet maintenance
• Support special projects as assigned

Preferred Qualifications

• Experience with accounting firms or financial services
• Familiarity with any of the following tools: KarbonHQ, ShareFile, QuickBooks, Knuula, CCH
• Prior experience in client support or executive assistance
• Ai familiarity
• Candidates with Executive Assistant background are encouraged to apply
• General interest or familiarity with AI tools like ChatGPT, Zapier, or simple automation platforms is a plus, but not required