I have several years of experience as a Virtual Administrative Assistant, supporting a diverse range of industries including franchising, retail, and education. Throughout my career, I’ve been responsible for managing executive calendars, scheduling meetings, organising travel, and handling extensive email correspondence.

My role also involved document management, data entry, and preparing reports, ensuring smooth operational flow for the teams I supported. I’m proficient in using various tools like Gmail, Outlook, Zoom, Microsoft Teams, and CRM systems like Salesforce and HubSpot. My ability to juggle multiple tasks while maintaining attention to detail has been a key strength.

In addition to traditional admin tasks, I have experience in project coordination, supporting marketing efforts, and assisting with basic bookkeeping tasks like processing invoices and tracking expenses. I’ve managed deadlines using project management tools such as Asana and Trello, coordinated virtual events, and facilitated communication between clients and internal teams. My adaptability and proactive approach ensure I can quickly learn new tools and systems while providing efficient support in fast-paced environments.

Work Experience

Administration Officer
ICE International Technologies Inc.- October 2010 - July 2011

• Ensure the efficient day-to-day operation of the office and support the work of management and other staff.
• Answer general phone inquiries using a professional and courteous manner, direct phone inquiries and voicemail to the appropriate staff members.
• Reply to general information requests with accurate information; sort and prepare incoming mail, email, faxes, and courier deliveries.
• Computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.
• Hired and trained office staff as needed and required.
• Organizing and managing schedules and calendars for staff, managers, and senior-level officers
• Receiving and processing communication channels, including email, phone, and physical mail
• Assisting human resources department with payroll and personnel databases
• Conferring with accounting department to help make payments, process incoming invoices, and verify receipts, Bookkeeping and Payrolls
• Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces.
• Attend meetings and record notes and messages for managers and senior-level officers

Liaison Officer / Secretary
Fojas Law Office- September 2012 - January 2013

• Responsible for dealing and coordinating with the courts of law and other government agencies.
• Process and monitor quarterly and annual renewal of all necessary requirements with various local government units and agencies.
• Responsible for handling, filing, securing, delivering, and processing various kinds of documents.
• Coordinate with various local government units/agencies in processing business permits, licenses, registration, realty tax, and insurances
• Prepare basic legal documents in relation to the foregoing.
• Run general errands, such as but not limited to, bills payment, bank transactions, pick-up or deliver of documents/packages.
• Maintain and properly file local government related files.
• Ensure proper documentation of activities by completing dispatch forms, providing receipts and other documents required for liquidation.
• Maintains client confidence by keeping client/attorney information confidential.
• Conduct legal research when necessary and requested by the supervisor.

Corporate Secretary / General Manager / Executive Secretary
ICE International Technologies Inc.- February 2013 – October 16, 2023

• Implementing the decisions of the board of directors
• Acting as adviser to the company directors
• Handle company share transactions - issuing new shares, arranging dividend payments and observing all legal requirements.
• Assist departments if they are in line or on time with the filing. Assist their day-to-day task. Accounting and HR Admin office.
• Liaising with auditors, lawyers, tax advisers, bankers and shareholders on board governance issues
• Attending and take minutes of directors’ and members’ meetings.
• Ensure compliance obligations under relevant laws and the requirements of regulatory authorities are met (e.g., stock exchange)
• Oversee day-to-day operations, assigning weekly performance goals and assuring their completion, while accomplishing your own goals
• Recruit, onboard, and train high-performing employees to achieve sales, profitability, market share, and business plan objectives.
• Maintain project timelines to ensure tasks are accomplished on time.
• Develop, implement, and maintain budgetary and resource allocation plans.
• Delegate responsibilities to the best employees to perform them while enforcing all policies, procedures, standards, specifications, guidelines, training programs, and cultural values.
• Resolve internal staff conflicts efficiently and to the mutual benefit of those involved.

Customer Relation Officer (Remote Job) Apex Financial Planning
(Australian-Based Australian Firm)- May 2022 – September 30,2023

• Maintaining a positive, empathetic, and professional attitude toward customers at all times.
• Responding promptly to customer inquiries.
• Communicating with customers through various channels.
• Organizing and Processing Third Party Authority to access previous Super fund of every client.
• Calling and Interviewing various Australian Super fund to do insurance research.
• Sending Welcome packs and Contribution form.
• Follow up Third Party Form to clients and Superfund.
• Sending Beneficiary form to client.
• Keeping records of customer interactions, transactions, comments, and complaints.
• Communicating and coordinating with colleagues as necessary.
• Providing feedback on the efficiency of the customer service process

Customer Service Representative Concentrix
Clark, Pampanga, Philippines- October 9 – December 15, 2023

• responding to customer inquiries within company hours
• Resolving issues and troubleshooting technical problems
• handling complaints to building strategies for improving the overall customer experience and fostering loyalty.
• Collecting and analyzing customer feedback
• Tracking customer service KPIs and metrics
• Providing proactive customer outreach
• Delivering information about a company’s offerings
• Sales Representative

Freelance Virtual Assistant Niche: Administration Role, Customer Service Representative and Executive Assistant
October 2023 – up to the present

• Provide essential administrative support to executives, managers, and team members. The role involves managing schedules, handling communications, organizing documents, and ensuring efficient office operations, all performed remotely

TOA Global Inc.

Franchise Administration Coordinator- May 2024 – up to present

• responsible for managing the administrative and coordination aspects of the franchise sales process.
• Enter all potential franchisee leads into HubSpot CRM accurately and efficiently.
• Initiate and maintain contact with leads via email and SMS through HubSpot's communication tools.
• Conduct regular follow-up calls to nurture leads and gauge their progress through the sales funnel.
• Organise initial calls and meetings between potential franchisees and our sales representative, Alex, ensuring all are scheduled according to Sydney time.
• Record and acknowledge time differences in meeting deions within HubSpot CRM for clarity and reference.
• Distribute Non-Disclosure Agreements and Franchise Information packs through HubSpot's document management system.
• Coordinate Discovery Sessions or Franchise Tours and provide comprehensive financial and territorial information to prospects.
• Follow up with leads to secure franchise deposits and process and send invoices for franchise deposits through HubSpot.
• Update and maintain the status of territories in the CRM system.
• Send and manage draft franchise agreement documents Schedule and coordinate document review sessions. Follow up on franchise fee payments and assist with the transition of new franchisees to the Operations team.
• Ensure the solicitor's instruction sheet is completed. Coordinate the issuance of franchise agreements and final franchise fee invoices.
• Support the franchise development team with additional administrative tasks as required. Maintain documentation and update Standard Operating Procedures related to the franchise sales process.

Tools

• General Virtual Assistant
• Basic Graphic Design (Photoshop, Canva, Procreate)
• Google Suite and Microsoft Office, Docusign
• Client/Customer Details: CRM, Hubspot, Plutosoft and
• Sharspring
• Zoho, Slack and Connecteam
• Zoom, Skype and Google Meet