General Virtual Assistant - with Bookkeeping & Recruitment support

Treantly is a Canadian-based recruitment agency that facilitates the connection between businesses in North America and exceptional remote staff in the Philippines. 

We are seeking a Full-Time General Virtual Assistant (GVA) to support the company’s daily operations, client communications, and lead management. The ideal candidate is organized, proactive, and a quick learner who can handle both administrative and customer-facing tasks efficiently.

This role involves qualifying new leads, coordinating with clients, maintaining financial records, and supporting both operational and marketing initiatives. The right candidate should be comfortable with spreadsheets, CRM tools, and basic bookkeeping in QuickBooks Online.

Key Responsibilities

Lead Management & Qualification

• Qualify new leads by sending inquiry forms and attaching relevant photos.
• Collect essential information including client budget, project timeline, design preferences, and desired features.
• Organize and record all gathered information in Google Drive.
• Utilize a CRM to track the status of leads, log communication history, and manage follow-up steps.
• List career opportunities weekly and pre-qualify applicants based on established criteria.
• Create and maintain a database of qualified applicants and send monthly newsletter-style emails to update them on shop progress and openings.
   

Scheduling & Coordination

• Schedule appointments with the owner, Sean, for qualified leads and confirmed projects.
• Ensure accurate and timely updates of all lead and client data.
• Notify the internal team (e.g., Ryan) once a job is confirmed.
• Make personal and business-related phone calls as needed — for example, calling vendors or service providers to clarify or dispute charges.
   

Bookkeeping & Reporting

• Submit and categorize receipts correctly in QuickBooks Online.
• Assist in maintaining organized and accurate financial records.
• Prepare monthly job costing reports by inputting data from QuickBooks Online into Google Sheets to help track project expenses and profitability.
   

Research & Data Support

• Conduct online research on specific products from vendors and compile quick-reference spreadsheets for use by the sales team.
• Maintain updated documentation for easy access to product details, pricing, and vendor information.

Client Communication

• Manage ongoing communication with clients to confirm requirements, share updates, and maintain professionalism in all interactions.
• Provide timely, thoughtful responses and ensure all messages and tasks are well-documented.
   

Social Media & Marketing Support

• Create and post social media content using provided photos and updates.

• Support online visibility efforts by sharing project milestones, announcements, and completed work.

   

Requirements

• Proven experience as a Virtual Assistant or in an administrative role.
• Strong written and verbal communication skills.
• Proficient in Google Workspace (Drive, Sheets, Docs) and QuickBooks Online.
• Experience using CRM systems for lead tracking and pipeline management.
• Highly organized, detail-oriented, and able to multitask effectively.
• Fast learner with a positive and proactive attitude.
• Comfortable making calls, conducting research, and handling both business and occasional personal tasks.

• Creative mindset for occasional social media or marketing-related work.

   

Benefits

What we offer:

• Opportunities for growth and advancement
• Competitive compensation package
• Health card under Maxicare

Work Hours:

• Full-time
• Mon - Fri
• Eastern Standard Time business hours, Remote