Jennina

Virtual Assistant with 7+ years of experience in operations support, data management, and workflow automation. Recognized for promotions into leadership roles and expertise in CRM systems, project management tools, and automation platforms. Adept at streamlining processes, reducing errors, and improving efficiency across administrative, financial, and customer-facing functions.

Administrative Specialist at Easy Visa Hub (2025-02 – Present)

• Oversaw end-to-end visa application processing for US, Japan, Korea, and Schengen non-immigrant visas, handling 50+ applications monthly.
• Communicated with clients via HubSpot CRM, managing follow-ups, missing requirements, and document verification to strengthen applications.
• Monitored official embassy and government websites daily to ensure accurate and timely status tracking.
• Conducted quality assurance checks on applications, reducing submission errors by 20%.
• Designed tracking systems for failed applications, identifying recurring issues and recommending process improvements.
• Prepared and organized visa documentation, ensuring 100% compliance with embassy requirements.
• Directed email operations — sorting, labeling, drafting COO-approved responses — and maintained a zero backlog of unread emails.
• Processed invoice reconciliation and maintained financial records in Google Drive with standardized file naming conventions.
• Assisted in monthly accounts payable preparation, ensuring accurate vendor payments.
• Authored and updated SOPs and created Loom video guides to support training and process consistency.
• Provided document translation support using AI tools, enhancing application preparation and client communication.
• Managed calendar scheduling and consultation appointments, guiding applicants from intake through interview preparation.

Virtual Administrative Assistant at Wing Assistant (2022-04 – 2025-02)

Promoted twice (Virtual Assistant → Team Captain → Senior Captain) in recognition of consistent high performance and leadership.

• Supervised and supported virtual teams of 10+ members, overseeing productivity, task execution, and daily operations.
• Directed attendance tracking, payroll processing, QA reviews, and operational reporting, ensuring accuracy and compliance.
• Led onboarding and training of new team members, improving integration speed and performance readiness.
• Developed and maintained SOPs to standardize workflows, increasing efficiency across departments.
• Managed CRM systems (HubSpot, Apollo) and maintained accurate client and operational data.
• Generated qualified leads via LinkedIn and Apollo, building structured databases for outreach campaigns.
• Conducted cold email and phone outreach, supporting client sales and business development efforts.
• Screened and filtered HVAC, wind, and solar job applicants via Indeed, ensuring role-fit compliance.
• Automated workflows by integrating customer form responses using APIs and Zapier, reducing manual tasks.
• Assisted with WordPress updates and content editing, maintaining client websites.
• Transcribed podcasts and created summarized highlights for reporting and content use.
• Produced end-of-day operational reports for General Managers using AI tools, including shift recaps, challenges, and opportunities.
• Managed expense tracking and reimbursement processing for executive-level stakeholders (COO support).
• Created, scheduled, and managed social media content using Meta Ads Manager, boosting client engagement and visibility.
• Responded to customer messages and comments on Instagram and Facebook, improving satisfaction and interaction.
• Utilized project management tools (Trello, Asana, Notion) to coordinate tasks, track progress, and ensure timely delivery.
• Organized digital filing systems for efficient documentation and retrieval.
• Provided general administrative support including data entry, reporting, and file management.

Business Process Associate at Seal UA (2021-05 – 2022-04)

• Processed business and personal loan applications, reviewing, verifying, and organizing applicant documentation.
• Conducted business and background verification using Clear Reports, NAICS databases, and California/New York Secretary of State (SOS) records.
• Researched and resolved application discrepancies, ensuring accuracy and compliance with lending standards.
• Reviewed loan files for completeness, identifying missing or incorrect information prior to submission.
• Supported Loan Officers with documentation, research, and application processing tasks.
• Verified applicant and business information, maintaining accurate records and database updates.
• Ensured compliance with lending guidelines, regulatory requirements, and quality control standards.

General Virtual Assistant at SVC Link (2019-03 – 2021-02)

• Generated and maintained operational reports to monitor critical issues, delivery performance, and workforce productivity.
• Analyzed driver End-of-Day (EOD) reports and system data to identify discrepancies and ensure data accuracy.
• Monitored delivery schedules and flagged late deliveries for timely escalation and resolution.
• Verified employee attendance and performance metrics using internal tracking systems.
• Conducted data analysis and quality checks to support operational efficiency and reporting accuracy.
• Provided management with timely reports and insights to support decision-making and process improvements.

Sales and Marketing Staff at Chiyoda Integre Philippines Corporation (2017-03 – 2019-03)

• Managed customer inquiries via email and phone, providing timely support and issue resolution.
• Handled sales forecasting, purchase orders, and inventory coordination to support customer demand.
• Prepared and processed sales invoices, delivery receipts, credit memos, and debit memos.
• Coordinated delivery schedules and monitored shipments to ensure on-time order fulfillment.
• Followed up on accounts receivables to ensure timely collection from customers.
• Assisted with monthly inventory counts, stock reconciliation, and record maintenance.
• Collaborated with internal departments to resolve operational issues and improve workflow efficiency.

Marketing Management – Tanauan Institute (2016-12)