Finance & Operations Support - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $6.00 / hour

Description

The Impact you’ll make

• Answer the company’s main Dialpad line with a warm, professional greeting and determine the purpose of each call
• Screen, qualify, and route inquiries to the right team: internet sales, showroom sales, rentals, events and marketing, shipping, and after-sales support
• Learn the company’s product and service lines well enough to direct callers accurately and provide basic information

• Manage the executive’s calendar, prioritize requests, resolve conflicts, and preserve 10 to 15 minutes between meetings whenever possible
• Confirm meetings with attendees, send reminders, and make sure the executive is prepared and present for commitments
• Review the inbox throughout the day, flag time-sensitive items, track pending responses, and prepare email drafts as requested
• Coordinate business and personal appointments, reservations, travel arrangements, and itineraries

• Support day-to-day accounting tasks such as invoicing, accounts payable and receivable follow-up, expense tracking, and reconciliations
• Prepare and organize financial records, expense reports, and routine financial summaries for leadership
• Assist with budgeting, vendor payments, purchase orders, and coordination with external accountants or bookkeepers
• Handle sensitive financial and business information with discretion

• Track vendors, shipments, orders, and internal processes, and flag bottlenecks
• Help document and improve operational workflows
• Keep related records accurate and audit-ready

• Coordinate employee birthday reminders, food deliveries, remote greetings, and other approved team activities
• Prepare quotes, correspondence, reports, presentations, agendas, and other documents as requested
• Maintain organized digital files and know where frequently used documents and templates are stored

Skills, Knowledge and Expertise

• Proven Executive Assistant experience in a high-ownership role, including calendar and inbox management, handling confidential information, and working directly with a C-level executive
• Hands-on accounting or finance experience (invoicing, AP/AR, bookkeeping, expense management, reconciliations, or financial reporting support)
• Experience in business or operations support, including vendor management, process coordination, and order or shipment tracking
• Strong spoken and written English with a confident, professional phone presence and customer-facing or phone-support experience, including sound judgment when screening and routing inquiries
• Proficiency with Google Workspace, especially Google Sheets for financial work

• Technical skills
  • Executive calendar, inbox, meeting, and travel coordination
  • Accounting and bookkeeping tasks (invoicing, AP/AR, reconciliations, expense reports)
  • Google Workspace, especially Sheets for financial tracking and reporting
  • Phone and call-routing systems (Dialpad or similar)
  • Vendor, order, and shipment tracking
  • Document preparation (quotes, reports, presentations, agendas)
  • Workflow documentation and record keeping
    
    
• Soft skills and traits
  • Discretion and integrity with confidential financial and business information
  • A warm, confident phone presence
  • A proactive working style with the judgment to solve routine problems independently and escalate appropriately
  • Excellent organization, follow-through, and attention to detail
  • The ability to manage competing priorities calmly
  • Flexibility in a fast-paced startup environment where priorities may change
  • Quick learning, especially of robotics and AI product lines

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

• You’re a true owner who anticipates what your executive needs before they ask
• People trust you with sensitive information, and you never take that lightly
• You enjoy being the first voice of a company and making every caller feel taken care of
• You’re equally comfortable in a calendar, an inbox, and a spreadsheet
• You like bringing order to busy, changing situations and keeping work moving without constant follow-up
• You know when to solve a problem yourself and when to escalate
• You’re curious about technology and want to learn robotics and AI product lines
• You enjoy working in a close, collaborative team where you wear many hats

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
•  Monday to Friday, 9 AM to 6 PM PST

• $6 per hour
• No benefits package included

Benefits