Operations Administrator (Virtual Assistant)

# Operations Administrator (Virtual Assistant) ## About Empire Serv Inc. Empire Serv Inc. is a growing commercial cleaning and facility maintenance company serving businesses throughout North Carolina. We pride ourselves on providing dependable, high-quality service while building efficient systems that allow our team to operate with excellence. We are seeking a highly organized, detail-oriented **Operations Administrator** to become a long-term member of our administrative team. This is **not** a general virtual assistant position. This role is responsible for supporting the daily operations of the company by following documented procedures, maintaining accurate records, coordinating administrative tasks, and ensuring operational processes are completed accurately and on time. If you enjoy organization, solving problems, working with systems, and taking ownership of your work, we would love to hear from you. --- # Position Details **Position:** Operations Administrator (Virtual Assistant) **Location:** Remote – Philippines **Compensation:** $10.00 USD per hour **Schedule:** * Approximately 20 hours per week * Monday through Friday * 9:00 AM – 1:00 PM Eastern Time * Daily timecard review at approximately 8:00 PM Eastern Time (15–30 minutes) This is intended to be a long-term position with opportunities to grow as the company grows. --- # What You'll Be Doing The Operations Administrator supports the day-to-day administrative functions of Empire Serv Inc. Your responsibilities will include billing, collections, payroll administration, employee scheduling, recruiting, onboarding, maintaining employee records, and assisting with operational projects. You will work from detailed Standard Operating Procedures (SOPs), checklists, and accountability systems. Our company has invested heavily in creating documented systems, so your primary responsibility is to follow those systems accurately while communicating professionally with management. --- # Primary Responsibilities ## Client Billing You will assist with billing activities using QuickBooks. Responsibilities include: * Processing monthly client billing on the first business day of each month. * Processing recurring Monday billing for designated clients. * Verifying billing accuracy. * Maintaining billing records. * Updating billing documentation. * Communicating with management regarding billing issues. --- ## Collections / Accounts Receivable Responsibilities include: * Reviewing outstanding invoices. * Confirming payment status with management. * Sending professional payment status emails. * Following up with clients regarding unpaid invoices. * Updating collections records. * Documenting communication history. --- ## Payroll Administration Payroll is processed twice each month using SurePayroll. Responsibilities include: * Reviewing payroll information. * Verifying employee hours. * Processing payroll. * Maintaining payroll records. * Following payroll procedures. * Coordinating with management regarding payroll issues. --- ## Nightly Timecard Review Every business evening at approximately **8:00 PM Eastern Time**, you will: * Review employee timecards in Connecteam. * Identify missing punches. * Review incomplete shifts. * Identify duplicate entries. * Review incorrect job assignments. * Submit or coordinate timecard corrections. * Follow up with employees when information is missing. * Document completed corrections. This responsibility generally requires approximately 15–30 minutes each business evening. --- ## Employee Scheduling Responsibilities include: * Updating monthly schedules beginning on the 20th of each month. * Processing schedule changes. * Processing employee time-off requests. * Updating Connecteam schedules. * Coordinating schedule coverage with management. * Maintaining accurate scheduling records. --- ## Recruiting Responsibilities include: * Reviewing recruiting needs from the Contract List. * Reviewing applicants from Indeed. * Monitoring GoHighLevel applicant conversations. * Responding to applicant messages. * Sending text messages to qualified candidates. * Scheduling Zoom interviews. * Updating the Candidate Tracking Log. * Maintaining recruiting documentation. --- ## Employee Onboarding Responsibilities include: * Completing onboarding checklists. * Adding employees to SurePayroll. * Adding employees to Connecteam. * Verifying onboarding documents. * Maintaining employee records. * Coordinating employee start dates. --- ## Daily Administrative Operations Every workday you will: * Review Gmail. * Review Connecteam notifications. * Review management messages. * Review the Operations Calendar. * Review the Contract List. * Complete assigned administrative work. * Update required logs. * Complete required checklists. * Follow all Standard Operating Procedures. * Complete the Daily Operations Accountability Sheet. --- ## Additional Responsibilities * Maintain confidential employee information. * Maintain confidential payroll information. * Maintain confidential financial information. * Organize company records. * Assist with administrative projects. * Support management with operational tasks. * Perform other duties as assigned. --- # Software You Will Use * QuickBooks * SurePayroll * Connecteam * Google Sheets * Google Docs * Google Drive * GoHighLevel * Indeed * Zoom Previous experience with these programs is preferred but not required. Training will be provided. --- # What We're Looking For The ideal candidate is: * Extremely organized. * Detail-oriented. * Reliable. * Professional. * Self-motivated. * Honest. * Able to follow written procedures. * Comfortable working independently. * Comfortable learning new software. * Able to communicate professionally with clients and employees. --- # Required Qualifications * Excellent written English. * Excellent verbal English. * Strong computer skills. * Reliable high-speed internet. * Quiet home office. * Ability to work during U.S. Eastern Time business hours. * Strong organizational skills. * Strong attention to detail. * Ability to maintain confidentiality. --- # Preferred Qualifications Experience with one or more of the following is preferred: * QuickBooks * Payroll processing * Google Workspace * Connecteam * Recruiting * Administrative support * Commercial cleaning or facility services * CRM software * Customer service --- # Training Empire Serv has developed detailed Standard Operating Procedures (SOPs), checklists, workflows, and accountability systems for this position. You will receive training on: * Billing procedures * Payroll procedures * Scheduling procedures * Recruiting procedures * Employee onboarding * Daily operational workflows * Company software Our goal is to provide clear systems that allow you to succeed without guesswork. --- # What Success Looks Like Successful team members: * Complete assignments accurately. * Meet deadlines consistently. * Communicate professionally. * Follow company systems. * Keep organized records. * Maintain accurate payroll information. * Keep employee schedules current. * Complete nightly timecard reviews. * Support recruiting efforts. * Help the company operate efficiently. --- # Why Join Empire Serv? We are building a company focused on systems, organization, and continuous improvement. We value long-term team members who enjoy creating order, following processes, and contributing to a growing business. This is an opportunity to become an important part of our operations team while working remotely in a structured and supportive environment. If you enjoy administrative work, love organization, and take pride in accuracy and accountability, we encourage you to apply. We look forward to meeting you!