The role
Neon Link places experienced virtual assistants full time with US small businesses. You'll run that business's back office: triage the inbox and run the calendar in Google Workspace or Microsoft 365, book and confirm appointments, keep the CRM current in tools such as HubSpot, Zoho or GoHighLevel, and keep documents and records where the whole team can find them. You'll also give light bookkeeping support in QuickBooks or Xero, such as entering bills and receipts, sending invoices and following up on what's past due, so the owner's bookkeeper works from clean records.
It matters because in a small business the back office is where revenue either moves or stalls, and a missed invoice, a double booking or an unanswered email costs the owner real money. You'll have access to the owner's email, calendar, customer records and sometimes payment details, so we look for people who protect that access by habit, not only when someone is watching. This isn't a task list job: people do well here when they keep things moving without being chased, write down what they learn and tighten the process as they go instead of just working the list.
Day to day you'll take direction from the client's owner or office manager, as part of their team, with Neon Link behind you. Before you take over the inbox you're trained on the client's tools, approval limits and the way the owner likes things done, along with Neon Link's continuous improvement basics for spotting waste and fixing it.
What you'll do
- Triage the owner's inbox every shift: label, file and archive, answer what you're cleared to answer, draft replies for the owner's approval, unsubscribe the noise, and flag anything urgent with a one-line summary
- Run the calendar across US time zones in Google Calendar or Outlook: book, confirm and reschedule meetings and appointments, protect the owner's focus time, send reminders, and prepare a short brief before important calls
- Keep the CRM accurate in whichever system the client uses, such as HubSpot, Zoho, GoHighLevel, Salesforce or ServiceTitan: enter new leads and customers, merge duplicates, move deals and jobs to the right stage, and log calls and emails so the record tells the whole story
- Prepare orders, quotes, invoices, forms and contracts from the client's templates, send them for e-signature through DocuSign or the client's tool, and file signed copies in the right Google Drive, OneDrive or Dropbox folder under a naming system anyone can follow
- Support the bookkeeping in QuickBooks or Xero: enter bills and receipts, create and send invoices, match payments to the invoices they pay, follow up on past due invoices by email and phone, and pull together what the bookkeeper or CPA asks for, leaving the books themselves to them
- Answer routine customer and vendor questions by email, chat or phone from the client's approved answers, and route anything about pricing, refunds or complaints to the right person with the facts already gathered
- Take on the data entry and research the owner keeps putting off: vendor and supplier lookups, price comparisons, travel options, lead lists and spreadsheet cleanups in Google Sheets or Excel
- Track open items in the client's project tool, such as Asana, Trello, ClickUp or Monday.com, and keep each one marked done, pending or blocked, with a next step and an owner
- Write and maintain an SOP for every recurring task you take over, with screenshots or a short Loom recording, so the work can be covered on your days off, handed off or improved
- Send the owner a weekly summary of what's done, what's waiting on them and what you'd change, and propose a fix, such as an email template, a booking page or a Zapier or Make workflow, when you see the same manual step repeat
What success looks like
- The inbox and calendar handled on the turnaround the client sets, with nothing urgent sitting unseen
- Orders, invoices and CRM records accurate against the client's source documents, checked in the client's regular reviews
- A weekly summary short enough to read between meetings and clear enough that the owner doesn't need to ask follow-up questions
- Documented SOPs and process fixes that make the work easier to cover, hand off and run over time
What you bring
- 2 or more years in administrative, executive assistant or back office work, including at least 1 year supporting a US business owner or team remotely, with inbox and calendar management and customer record upkeep
- Call center work alone doesn't count for this role, and neither does experience limited to data entry, transcription, social media posting or appointment setting
- Strong working knowledge of Google Workspace or Microsoft 365, including Gmail or Outlook labels, rules and shared calendars, Google Sheets or Excel past the basics (sorting, filters, lookups and simple formulas) and shared drives, and quick to learn new tools
- Comfortable in a CRM or ticketing system and able to pick up a new one within a week
- Accurate data entry and typing at 45 words per minute or better
- Comfortable with invoicing basics, such as sending an invoice, recording a payment and following up politely on a past due account, and clear about where your role stops and the bookkeeper's starts
- Strong organization and follow-through: you keep your own task list, close the loop without reminders and say early when something is blocked
- Careful with an owner's accounts and data: you use the password manager and shared logins exactly as the client sets them up, you never save passwords, card details or customer lists to a personal device or account, you ask before you send, pay or delete anything you're unsure of, and you'll sign a confidentiality agreement and pass a background check, including a current NBI clearance
- Clear, professional written English, good enough to send emails in the owner's name, and clear spoken English for team calls and the occasional customer or vendor call
- Able to work US business hours, a night shift that starts between 8pm and 1am Philippine time depending on the client's US time zone and the time of year, and to hold that schedule long term
- Education: any bachelor's degree preferred, not required; relevant experience matters more
Nice to have
- Experience supporting a US business owner directly as an executive or operations assistant, including travel booking and personal admin
- Hands-on QuickBooks Online or Xero for invoices, bills and receipts
- Admin experience in a CRM such as HubSpot, Zoho or GoHighLevel, including setting up pipelines, custom fields, email templates and simple automations
- Automation tools such as Zapier or Make, or booking pages and reminders in Calendly
- Familiarity with HIPAA handling rules, for clients whose records include health information
Work setup
- Your own Windows 10 or 11 computer with a Core i5 or Ryzen 5 and 8 GB of RAM or more that runs the client's tools, plus a webcam and a noise canceling headset
- Fiber internet of at least 25 Mbps with a mobile data or second provider backup
- A UPS or generator so a brownout doesn't end your shift
- A quiet, private workspace where the owner's emails, calls and customer records can't be seen or overheard
- Tell us your city and province when you apply; we hire across regions, so one storm or outage doesn't hit everyone at once
You'll do well here if
Thinks like an operator
Reliable without reminders
Anticipates what the owner needs
Discreet with the owner's accounts
Honest about real status
Turns repeat work into SOPs
Questions applicants ask
- Is this job work from home?
- Yes. Remote, work from home, anywhere in the Philippines, no night commute.
- How much does it pay?
- PHP 42,000 to 60,000 a month (about PHP 250 to 357 an hour). About USD 670 to 955 a month at today's exchange rate. The rate already covers night hours. Pay is in Philippine pesos (PHP).
- What are the working hours?
- Monday to Friday, US business hours (night shift in the Philippines), weekends off; exact shift set with the client.
- When would I start?
- Hiring now.
- How do I apply?
- Use the form on this page: your resume, a few questions about this role, your expected pay and a short voice introduction you record on the page. A person reads every application.
- Does Neon Link charge a fee to apply?
- No. Neon Link never charges a fee to apply, test, train or start, and only contacts applicants from neonlink.ai email addresses.