Wing Assistant

Subscription-based virtual assistant services for businesses

Workforce Analyst

Project ManagementConfirmed live in the last 24 hours

Full-timeMakati, Metro Manila, Philippines₱25k - ₱30k /mo

About the Job

Requirements

One to two years of experience in scheduling, operations coordination, workforce coordination, onboarding coordination, or similar roles.
Strong cross-functional coordination experience with multiple stakeholders and deadlines.
Excellent written and verbal communication skills.
High attention to detail and strong follow-through.
Ability to work in fast-paced environments with shifting priorities.
Ability to work both onsite and remotely.

Responsibilities

Coordinate the onboarding timeline for matched Virtual Assistants from match confirmation through readiness for Day 1.
Participate in internal and external meetings, including client discovery or introduction, internal kickoff, training handoff, and operations alignment, to gather critical information.
Serve as the central point of contact to align schedules across Sales, Customer Success Management, Talent Acquisition, Training, and Operations.
Partner with Sales and Customer Success Management to capture and schedule client-context transfer, including business overview, goals, scope, tools, working hours, and success metrics.
Coordinate with Talent Acquisition to confirm Virtual Assistant readiness, documentation completion, start date, and work-hours alignment.
Coordinate with Training to ensure the Virtual Assistant completes required training and that scorecards, attendance, and nesting results are shared with Operations.
Coordinate with Operations to ensure the team receives client background and onboarding details before the Virtual Assistant starts.
Maintain an onboarding tracker with milestones, owners, dates, and status updates.
Ensure onboarding inputs are complete, including client profile, scope notes, tool-access requirements, schedules, standard operating procedure links, and escalation contacts.
Identify gaps, follow up with owners, and drive tasks to closure.
Send calendar invites, reminders, and agendas, and confirm attendance and readiness before meetings.
Provide daily or weekly status updates to the Workforce Manager and relevant stakeholders.
Flag risks early, including missing client information, schedule conflicts, start-date risks, incomplete training, and Operations not being briefed.
Recommend improvements to onboarding workflows, templates, checklists, and scheduling cadence.
Track bottlenecks such as delayed handoffs and propose solutions.

Desired Qualifications

Experience supporting business process outsourcing or outsourcing, staffing, or Virtual Assistant/client-matching operations.
Familiarity with Google Workspace, MySQL, Discord or Slack, customer relationship management systems, and ClickUp.
Prior experience with IEX, Genesys, or other workforce management tools.
Experience creating or improving standard operating procedures and checklists.
Workforce staff planning experience.

Salary Range: 25000 to 30000 (Currency: PHP) (Pay period: per-month-salary)

The Role

The Workforce Analyst owns the end-to-end coordination of scheduling and handoffs once a Virtual Assistant (VA) is successfully hired and matched with a client. This role works cross-functionally with Sales, CSM, Talent Acquisition (TA), Training, and Operations to ensure the VA’s onboarding is smooth, timely, and fully informed.

The Workforce Scheduler’s role: by the time the VA starts, the Operations team already understands the client, their business, and the VA’s expected scope, so execution begins on Day 1 with minimal friction.

Key Responsibilities

Scheduling & Coordination

● Coordinate the onboarding timeline for matched VAs from “match confirmed” through “ready for Day 1.”

● Participate in the internal and external meetings (e.g., client discovery/intro, internal kickoff, training handoff, ops alignment) to extract all critical information required

● Act as the central point of contact to ensure schedule alignment across Sales, CSM, TA, Training, and Ops.

Cross-Functional Handoffs

● Partner with Sales + CSM to capture and schedule client context transfer (business overview, goals, scope, tools, working hours, success metrics).

● Coordinate with TA to confirm VA readiness status, documentation completion, start date, and work hours alignment.

● Coordinate with Training to ensure VA completes any required training and that outputs (Scorecards, Attendance, Nesting Results) are shared with Operations.

● Coordinate with Operations to ensure the team receives client background and onboarding details before the VA starts.

Documentation & Readiness Tracking

● Maintain an onboarding tracker with clear milestones, owners, dates, and status updates.

● Ensure key onboarding inputs are complete (client profile, scope notes, tool access requirements, schedules, SOP links, escalation contacts).

● Identify gaps, follow up with owners, and drive tasks to closure.

Stakeholder Communication

● Send clear calendar invites, reminders, and agendas; confirm attendance and readiness ahead of meetings.

● Provide daily/weekly status updates to the Workforce Manager and relevant stakeholders.

● Flag risks early (missing client info, schedule conflicts, start date risk, incomplete training, ops not briefed).

Process Improvement

● Recommend improvements to onboarding workflow, templates, checklists, and scheduling cadence.

● Track bottlenecks (e.g., delayed handoffs) and propose solutions.

Success Metrics (KPIs)

● % of matched VAs onboarded on-time (by start date) - 95%

● % of onboardings with complete client context delivered to Ops before Day 1 - 100%

● Time-to-onboard from match confirmation to VA start - 100%

● Reduction in Day 1 issues (missing access, unclear scope, incomplete brief) - 95%

● Stakeholder satisfaction (Ops/CSM/Training feedback) - 95%

Required Qualifications

● 1–2 years of experience in scheduling, operations coordination, workforce coordination, onboarding coordination, or similar roles.

● Strong cross-functional coordination experience with multiple stakeholders and deadlines.

● Excellent written and verbal communication skills.

● High attention to detail and strong follow-through.

● Comfortable working in fast-paced environments with shifting priorities.

● Agile and able to work both onsite and remotely (Office located at Makati City, Philippines)

Preferred Qualifications

● Experience supporting BPO/outsourcing, staffing, or VA/client matching operations.

● Familiarity with tools like Google Workspace, mySQL programming, Discord / Slack, CRMs, and ClickUp

● Prior experience with IEX or Genesys, or other WFM tools

● Experience creating or improving SOPs and checklists.

● Workforce Staff Planning is a plus

Skills & Competencies

● Calendar management and scheduling mastery

● Stakeholder management and proactive follow-ups

● Process-driven, organized, and reliable

● Problem-solving mindset; anticipates risks before they become blockers

● Comfortable working with structured trackers and templates

Benefits:

● Salary- PhP 30,000 (Subject to possible Merit Increased based on annual performance appraisals)

● With HMO, employee is the Principal, additional dependents can be added but will be deducted from the contractor’s salary

● PTO/SL Credits (Accrued 1.25 per full calendar month of service)

About the Company

Wing Assistant

Subscription-based virtual assistant services for businesses

Wing Assistant provides virtual assistant services for businesses, offering dedicated virtual assistants that work remotely on a full-time or part-time basis through a subscription model. Clients hire VAs who handle administrative tasks such as invoicing, payment tracking, and expense recording, while gaining complimentary access to the Wing Task Workspace App for communication, task management, file sharing, and screen recording. The service works by assigning a dedicated VA and, if needed, a Customer Success Manager plus thorough training for assistants to ensure consistent quality. This differentiates Wing Assistant through a strong emphasis on customer support and investment in VA training, with pricing tied to service level and hours required. The company’s goal is to help businesses run more efficiently by providing reliable, scalable administrative support via licensed remote assistants.

Company size: 1,001-5,000
Company stage: Seed
Total funding: $2.2M
Headquarters: Berkeley, CA
Founded: 2018

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