Operations & Automation Analyst

🚨 WE'RE HIRING: OPERATIONS & AUTOMATION ANALYST 🚨 Full-Time | Remote | US Time Zone | ASAP Start VirtuLink Philippines is looking for an experienced Operations & Automation Analyst to join one of our growing international clients. This is NOT a data-entry or basic administrative role. We're looking for a highly organized, analytical, detail-oriented operator who can manage high-volume operational workflows, financial reporting, AP/AR-related processes, vendor communications, and use AI and automation to improve how work gets done. 💰 Salary: Php 55,000 – Php 65,000/month to start 🕐 Full-Time | 8:00 AM – 5:00 PM EST, Monday–Friday 🌎 Fully Remote 🚨 Start ASAP 📌 WHAT YOU'LL BE RESPONSIBLE FOR 🔹 Daily Operations Manage recurring operational processes accurately and on schedule Review daily and weekly operational/financial reports Identify exceptions, risks, and anomalies before they become larger problems Resolve routine issues independently and escalate critical issues appropriately Manage competing priorities with minimal supervision 🔹 Financial Reporting & Data Analysis Generate weekly and monthly financial and operational reports Compile raw data into standardized reporting templates Track property performance, expenses, and KPIs Support budget tracking and variance analysis Prepare clean, professional reports and presentations for management 🔹 Accounts Payable / Receivable & Vendor Management Monitor AP/AR workflows for errors, delays, and aging exceptions Assist with invoice processing and delinquency tracking Audit system entries against established SOPs Investigate and resolve vendor billing discrepancies Communicate professionally with vendors and property managers Own issues from beginning to resolution—not simply forward them to someone else 🔹 Email & Issue Management Manage a high-volume inbox Prioritize requests based on urgency and business impact Ensure requests don't sit unanswered Resolve issues from start to finish Document decisions, exceptions, and commitments Know when to solve independently and when to escalate 🔹 AI, Automation & Process Improvement AI and automation are a core part of this role. You will: Identify repetitive/manual processes Recommend and implement automation solutions Use AI to improve productivity and operational efficiency Support automation using tools such as Make.com and Zapier Document processes and create repeatable workflows Measure the impact of automation through time saved, error reduction, or increased capacity Know when not to automate when automation could negatively affect quality 🔹 Operations Coordinator Backup Cross-train on the Operations Coordinator's responsibilities Provide coverage during PTO, peak periods, or transitions Maintain continuity with zero gaps in critical operations Identify coverage risks before they become problems 🔹 Systems & Data Integrity Experience or ability to quickly learn: Yardi or similar property management systems Coda AvidXchange or similar AP/financial platforms Microsoft Excel Google Workspace AI and automation platforms You will also monitor data synchronization between systems and maintain organized documentation and audit trails. 🎯 WHAT SUCCESS LOOKS LIKE First 30 Days You should be able to: ✅ Navigate the company's core operational, financial, reporting, and AP/AR systems independently ✅ Review daily/weekly reports and identify exceptions without being prompted ✅ Understand AP/AR and vendor workflows from end to end ✅ Triage the inbox and operational queue the same day ✅ Understand what should be resolved independently versus escalated ✅ Begin cross-training for Operations Coordinator coverage First 90 Days ✅ Independently manage recurring operational processes with minimal supervision ✅ Keep reporting, AP/AR, and vendor workflows moving without unnecessary delays ✅ Identify and automate or scope 2–3 repetitive processes using AI ✅ Demonstrate measurable time savings from automation ✅ Successfully provide backup coverage when required ✅ Improve documentation for recurring workflows ✅ Resolve vendor and internal issues from start to finish Long-Term Success The goal is to become the person who doesn't simply answer the request—you identify the process problem behind the recurring request and fix it. 📊 PERFORMANCE METRICS You will be measured against clear operational KPIs, including: 100% completion of daily operational/financial report reviews 100% on-time weekly/monthly reporting 100% SOP alignment for system entries AP/AR exceptions resolved within 2 business days Urgent emails/requests addressed same business day 100% recurring process completion on schedule Vendor/billing discrepancies tracked through resolution At least 1 automation initiative per month with before/after results Top workflows documented by Day 90 Full readiness to provide Operations Coordinator backup Continuous improvement in escalation accuracy ✅ REQUIREMENTS Required: Fluent written and spoken English Bachelor's degree in Business, Finance, Operations, or related field preferred Experience in operations, finance, property management, or business administration Experience working in a fast-paced/high-volume environment Strong problem-solving and multitasking skills Advanced Microsoft Excel and Google Workspace skills Comfortable learning new systems quickly Demonstrated experience using AI and automation tools Ability to work independently with minimal supervision Strong judgment regarding what to resolve and what to escalate Reliable availability 8:00 AM–5:00 PM EST, Monday–Friday Preferred: Multifamily/property management experience AP/AR experience Vendor management experience Yardi, Coda, or AvidXchange experience Make.com or Zapier experience Previous experience implementing process automation Experience working with US-based teams remotely 🧠 WE'RE LOOKING FOR SOMEONE WHO: 🔥 Takes ownership instead of waiting for instructions 🔥 Can work independently without constant supervision 🔥 Is extremely detail-oriented and process-driven 🔥 Can handle high-volume workflows without sacrificing accuracy 🔥 Uses AI to increase output, not simply to make work easier 🔥 Can identify the root cause of recurring problems 🔥 Knows when to escalate and when to solve independently 🔥 Communicates directly, clearly, and professionally 🔥 Doesn't just complete tasks—they close the loop If you need someone to tell you what to do every step of the way, this isn't the role for you. 📩 HOW TO APPLY Send your: Updated Resume Short introduction Answer this question: “Walk us through one repetitive task you personally automated or streamlined in a previous role — what it looked like before, what you built, and what changed (time saved, error rate, or volume handled). Then tell us how you would use AI to handle the routine 80% of a high-volume inbox so your time goes to the 20% that actually needs judgment.”