Operations VA (CRM Management)

Job Summary

We are looking for a proactive Operations and Admin Assistant to help us systematize, organize, and automate our day-to-day operations. You will manage documents, email, and bookkeeping support while building the templates, SOPs, and workflows that free up our time. The ideal candidate is a ClickUp power user with a sharp eye for process improvement and a strong respect for confidentiality.

Key Responsibilities

• Organize, rename, convert, and file confidential client documents in a structured folder system
• Set up and maintain folder structures for each new client case or assignment
• Sort and file receipts and expense records, and send them to the accountant for company accounting
• Manage the inbox, working toward and maintaining an inbox-zero system
• Turn existing documents into reusable templates
• Identify repetitive tasks and write clear SOPs for them
• Expand our use of ClickUp by building and improving boards, tasks, and workflows
• Identify opportunities for automation and build or recommend automated workflows
• Respond to member inquiries for our online platform, such as invoice and account questions
• Create FAQs and SOPs for managing platform support

Mandatory Skills

• Advanced working knowledge of ClickUp, including task structures, templates, and workflow setup
• Strong proficiency in Microsoft Office Suite, Outlook, and OneDrive
• Proven experience in document management and file organization
• Experience writing SOPs and process documentation
• Experience with email management and basic bookkeeping support, such as receipt organization
• Strict discipline with confidential information, including never uploading documents to online tools or third-party platforms without approval
• Reliable, detail-oriented, and able to work independently
• Strong communication skills

Preferred Skills

• Hands-on experience with automation tools such as n8n, Zapier, or Make
• Experience in a consulting, advisory, or professional services environment
• Customer or member support experience, including email-based support
• Experience building FAQs or knowledge bases
• Ability to manage multiple projects simultaneously
• Strategic mindset, with the ability to recommend process improvements without being asked

Why Join Us

This is a chance to build the operational backbone of a growing business and see the impact of your work directly. You will work closely with a supportive, hands-on founder who values initiative and trusts you to work autonomously. There is real room to grow as your responsibilities expand over time.

Work Schedule

Flexible days, minimum 2 to 3 days per week, 10 to 15 hours per week with a flexible daily split, a couple of hours of overlap with Dubai time (UTC+4)