Operations & Administrative VA

We are hiring a Operations & Administrative VA (Admin, CRM & Invoicing) for a boutique video production studio in the Film & Video Production industry. This is a Part-Time remote role for a United Kingdom based client.

The role is focused on handling day-to-day administrative tasks, CRM upkeep, invoicing, scheduling, and light project coordination so the founder can focus on high-impact work. The ideal candidate is proactive, detail-oriented, highly organized, and an excellent communicator, and comfortable working within UK business hours.

Key Responsibilities:

• Manage the founder’s inbox: triage emails, draft responses, and flag priorities

• Maintain and update the CRM: add leads, track pipeline stages, log activities, and schedule follow-ups

• Prepare and send invoices, track payments, and follow up on overdue items; maintain accurate records

• Calendar management: schedule internal/external meetings and coordinate across time zones

• Project administration: create and track tasks, timelines, and deliverables in project tools

• Document and asset organization: maintain folders, naming conventions, and version control in cloud drives

• Research prospective clients/partners and compile outreach lists with accurate contact data

• Generate weekly status reports on tasks, hours, pipeline updates, and key metrics

• Light social scheduling and posting (potential later add-on)

• Ad-hoc administrative support as assigned

Required Qualifications:

• 2+ years of experience as a Virtual Assistant, Executive Assistant, or Operations/Admin Coordinator

• Demonstrated experience with CRM management and basic invoicing/AR follow-ups

• Excellent written and spoken English; professional communication skills with clients and vendors

• High attention to detail, strong organization, and confidentiality handling sensitive information

• Ability to commit to a consistent 2-hour daily block within UK business hours and reliably meet weekly deadlines

Preferred Qualifications:

• Experience supporting creative agencies or production/marketing environments

• Familiarity with UK-facing admin (time zones, scheduling, basic invoicing norms)

• Experience with social media scheduling tools and basic content posting

Required Skills & Tools:

• CRM tools (e.g., HubSpot, Pipedrive, or Airtable)

• Project management tools (e.g., Asana, ClickUp, or Trello)

• Invoicing/accounting tools (e.g., Xero or QuickBooks)

Schedule & Pay:

• Part-Time position; 10 hours/week to start with a preferred 2-hour daily block Monday–Friday within UK business hours (flexible) and potential increase to 20 hours/week after 4-week review

• Fully remote role for a United Kingdom based client

• Pay ranges from R3,500 - R4,500 ZAR per month

• Includes onboarding support, clear SOPs where available, and growth potential as responsibilities expand

System Requirements:

• Internet speed of at least 20 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

• Windows 10 or newer, or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with microphone

Benefits:

• Competitive pay rates

• Consistent hours and predictable workload

• Fully remote work with long-term potential

• Direct collaboration with the Founder, making a real impact

• Supportive and inclusive work environment

• Opportunity to grow alongside a boutique video production studio

If you're a proactive, detail-oriented Virtual Assistant who thrives in a fast-paced, creative environment, we'd love to hear from you.