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.
