Operations Virtual Assistant – Project Tracking & Administrative Support (Remote)

Description

About the Role

Snapscale is looking for a highly organized and detail-oriented Operations Virtual Assistant (Project Support Assistant) to support daily operations by tracking projects, samples, and internal requests from initiation through completion. This role focuses on maintaining accurate records, coordinating follow-ups with internal teams and vendors, monitoring deadlines, and ensuring tasks move forward efficiently.

Responsibilities

• Log new projects, samples, and internal requests into designated tracking systems.
• Ensure each item has a clearly documented owner, deadline, status, and next steps.
• Monitor active projects and tasks daily and maintain accurate status updates.
• Identify stalled, delayed, or overdue items and follow up with the appropriate stakeholders.
• Coordinate with internal teams and vendors to ensure timely completion of outstanding requests.
• Track samples and requests from initiation through receipt, completion, and final disposition.
• Escalate delays, missing information, and unresponsive stakeholders when necessary.
• Maintain accurate and up-to-date information across project trackers and other designated systems.
• Conduct routine data checks to ensure records are complete and accurate.
• Organize digital files and documentation using consistent naming and filing conventions.
• Prepare end-of-day reports covering completed tasks, ongoing items, and blockers.
• Prepare weekly summaries of open items, aging tasks, and recurring bottlenecks.
• Identify recurring operational delays and recommend areas for process improvement.

Perks

• HMO upon completion of 3 months
• Attendance bonuses and employee incentives
• Referral bonus
• 24 leave benefits
• Transportation or internet allowance, depending on work arrangement
• Annual salary increase based on performance appraisal
• Career growth and development opportunities
• Fun and supportive work environment

Requirements

• Previous experience as a Virtual Assistant, Operations Assistant, Project Support Assistant, Administrative Assistant, or in a similar role.
• Experience with project tracking, task coordination, data entry, or administrative operations.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, requests, and deadlines simultaneously.
• Excellent written and verbal English communication skills.
• Experience following up with internal stakeholders, external vendors, or service providers.
• Proficiency in spreadsheets, digital documentation, and task-tracking systems.
• Ability to maintain accurate records and organized digital files.
• Strong follow-through and the ability to identify and escalate delays proactively.
• Ability to prepare clear daily updates and weekly status reports.
• Self-motivated, dependable, and capable of working independently.
• Willingness to learn new tools, systems, and operational procedures.