Outsource Access is looking for a detail-oriented and proactive Admin and Reports Virtual Assistant to join our dynamic team. In this role, you will be responsible for a variety of administrative tasks and report generation that support our clients in achieving their business objectives.
Your primary responsibilities will include managing administrative workflows, organizing and maintaining documentation, generating detailed reports, and ensuring that all data is accurate and up to date. You will be the go-to contact for clients and team members, so strong communication skills are essential.
If you thrive in a fast-paced environment, are highly organized, and have a knack for data analysis and reporting, we would love to hear from you!
Responsibilities
- Perform accurate data entry in Excel, filling out spreadsheet templates according to client specifications.
- Input vendor pricing into spreadsheets used for quotes, ensuring accuracy before submitting for review.
- Generate report and data analysis by collecting, cleaning, and analyzing data to identify key insights, visualize findings through charts and graphs, and compile a clear, actionable report with recommendations for stakeholders.
- Manage vendor communication by sending templates, following up on pricing requests, and updating status reports.
- Prepare and process invoices, change orders, and deposit requests.
- Manually transfer data from Excel spreadsheets to Salesforce, updating multiple fields related to project costs, vendors, shipments, and scheduled dates.
- Review and compare vendor quotes to previous submissions to ensure pricing consistency and accuracy.
- Run Salesforce reports to analyze client data, such as identifying top clients over a specified period.
- Compose and send professional, templated email responses to clients, ensuring clear communication and proper grammar.
- Follow up with vendors on order statuses, updating Salesforce with the latest information to ensure timely processing.
- Provide daily and weekly follow-up on outstanding pricing requests and production order updates from vendors.
- Proven experience as an Administrative Assistant, Virtual Assistant, Reports Analyst or in a similar role.
- Advanced proficiency in Microsoft Excel, including a strong understanding of formulas, functions, pivot tables, XLOOKUP/VLOOKUP, MATCH and other Excel functions.
- Strong attention to detail with the ability to sort, filter, and manipulate data accurately.
- Experience using Salesforce, with the ability to manually input, update, and track data across various fields.
- Excellent communication skills, both written and verbal, with proficiency in composing professional email responses.
- Strong organizational skills, with the ability to manage multiple tasks, prioritize, and follow up consistently.
- Ability to work independently with a high degree of accuracy and attention to detail.
- Must be willing to work the graveyard shift (working hours from 9 am to 6 pm CST)
- HMO
- Group Life Insurance Benefit
- Virtual Credit Card
- Paid Leaves
- Government Benefits
- Other exciting benefits to be discussed
Supplemental pay types:
- 13th month salary
- Overtime pay
- Night Differential
