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Virtual Assist

Outsourced virtual assistant services

Training & HR SOP Specialist

Technical WritingPosted on Nov 9
Part-timeRemote in PhilippinesNo salary listed

About the Job

Requirements

  • 2–3 years of experience as a Virtual Assistant, HR Assistant, HR Coordinator, Training Coordinator, Technical Writer, or similar role.
  • Excellent written English and the ability to simplify complex or technical content into clear, plain language.
  • Strong editing and proofreading skills with exceptional attention to detail.
  • Experience creating or updating SOPs, process documentation, training manuals, or employee handbooks.
  • Working knowledge of common HR processes, including onboarding, leave, payroll, performance, and offboarding.
  • Strong research skills and comfort using official government and state labor department sources.
  • Proficiency with Google Workspace and/or Microsoft Office, especially Word and Excel.
  • Ability to manage a large, multi-part project independently and follow through without constant supervision.
  • Strong follow-up skills and comfort reaching out to managers and stakeholders for missing information.
  • Ability to handle confidential information with professionalism and discretion.

Responsibilities

  • Inventory training materials across departments and locations, including documents, slide decks, videos, checklists, handbooks, and learning management system content.
  • Build and maintain a master training tracker in Excel or Google Sheets recording each item's topic, owner, audience, format, location, and last-updated date.
  • Identify overlapping, duplicate, outdated, and conflicting training content and flag it for review.
  • Merge duplicate materials into one approved version per topic, preserving the best and most current information.
  • Rewrite and reformat training content using plain language, clear headings, numbered steps, and checklists.
  • Organize training materials by role, department, and onboarding stage so employees can find them.
  • Create templates and formatting standards for future training materials.
  • Develop quick-reference guides, job aids, and one-page summaries for frequently used processes.
  • Establish a file-naming convention, folder structure, and version-control system for the training library.
  • Route revised materials to subject-matter experts and managers for review and approval, and track sign-offs.
  • Archive retired training materials so outdated versions are no longer in circulation.
  • Review the Human Resources SOP manual section by section, including hiring, onboarding, payroll, timekeeping, leave, benefits, performance, discipline, and offboarding.
  • Identify state-specific requirements and terminology that differ by location, including paid sick leave, final paycheck timing, meal and rest breaks, overtime rules, required notices, and record retention.
  • Build a state-by-state reference matrix showing policy variations and where they appear in the manual.
  • Flag legal language, outdated references, and possible compliance gaps for review by HR leadership and legal counsel.
  • Rewrite each process in plain language, removing jargon while preserving accurate meaning.
  • Break procedures into numbered steps with defined owners, timelines, required forms, and approval points.
  • Add flowcharts, checklists, and examples where they make procedures easier to follow.
  • Identify missing procedures, incomplete steps, missing forms, and unanswered questions throughout the manual.
  • Gather missing information by interviewing HR staff, managers, and department leads, and researching official state labor department and government sources.
  • Maintain a gap log tracking open items, recipients, follow-up dates, and resolutions.
  • Assemble the completed SOP booklet with a consistent format, table of contents, glossary, and revision history.
  • Establish a process for keeping the manual current as laws and internal policies change.
  • Create and manage a project plan with milestones and deadlines for training consolidation and SOP review.
  • Schedule review meetings with managers, subject-matter experts, and HR leadership, and track action items to completion.
  • Follow up on outstanding information, approvals, and feedback.
  • Provide weekly progress updates summarizing completed work, open gaps, and decisions needed.
  • Maintain organized, secure digital files for drafts, approved versions, and source materials.
  • Recommend improvements to how training materials and SOPs are created, reviewed, and maintained.
  • Assist with related administrative and special projects as needed.

Desired Qualifications

  • Familiarity with differences in U.S. employment law across states.
  • Instructional design or curriculum development experience.
  • Experience with a learning management system or knowledge base tool such as Trainual, Notion, Confluence, SharePoint, or TalentLMS.
  • Experience with project management tools such as Asana, ClickUp, Trello, or Monday.com.
  • Ability to create simple flowcharts and visual job aids using tools such as Canva, Lucidchart, or Visio.
  • Familiarity with artificial intelligence and productivity tools to speed up drafting and organizing content.

About the Company

Virtual Assist

Outsourced virtual assistant services

Virtual Assist provides outsourcing services that handle repetitive, day-to-day tasks for clients so they can focus on more important work. A skilled, educated team executes tasks efficiently, professionally, and cost-effectively, using English as the language of communication and operating in the client’s time zone (e.g., San Francisco, Dallas, New York, London, Sydney, etc.). The service works by taking clients’ pain points and requests and completing them as outsourcing tasks, freeing clients from procrastination and routine chores. What sets Virtual Assist apart from competitors is the combination of English-language communication, time-zone alignment with the client, a proven, educated team, and a focus on delivering clear, reliable results at a lower cost. The goal is to help clients reclaim time and productivity by outsourcing non-core tasks, enabling them to concentrate on high-priority activities.

Company size
1-10
Company stage
Not listed
Total funding
Not listed
Headquarters
San Francisco, CA
Founded
2014

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