Website:
mailin.ai
Job details:
Virtual Assistant – Operations & Billing
Company: Mailin.ai
Job Type: Part-Time, Hourly, Flexible
Location: Remote — IST timezone acceptable
About the Role
Mailin.ai is looking for a highly organized and proactive Virtual Assistant – Operations & Billing to support our day-to-day operations.
This role is ideal for someone who enjoys keeping things organized, following up on important tasks, maintaining accurate records, and building simple systems that make operations run more efficiently.
You will work closely with the team to ensure that customer billing, Microsoft-related orders, task assignments, and operational records are properly tracked and completed on time.
We are specifically looking for someone who can build and improve systems rather than simply perform repetitive manual tasks.
Key Responsibilities
Billing & Order Management
- Monitor customer billing and track outstanding payments.
- Maintain accurate Excel/spreadsheet records for billing and Microsoft orders.
- Keep payment and order information organized and up to date.
- Follow up internally on pending billing-related items.
- Identify missing information, discrepancies, or overdue items and bring them to the team's attention.
- Maintain clear documentation and records of billing activities.
Operations & Task Management
- Ensure tasks are assigned to the appropriate team members.
- Track task progress and follow up on pending or overdue items.
- Make sure completed work is properly logged in Asana.
- Maintain accurate operational records and status updates.
- Help ensure that important tasks do not get missed or fall through the cracks.
- Coordinate with team members through internal communication channels.
Process & System Improvement
- Build simple systems, workflows, checklists, and tracking mechanisms to improve operational efficiency.
- Look for ways to automate or simplify repetitive manual processes.
- Continuously improve how billing, task management, and operational information is organized.
- Create structured spreadsheets and dashboards where useful.
- Help establish repeatable processes as the company grows.
Communication
- Communicate with internal team members regarding pending tasks, billing issues, and operational follow-ups.
- Customer interaction is not a primary requirement, but the ability to communicate with customers via text when necessary is a plus.
- No phone-based customer support is required.
What We're Looking For
- Exceptional organizational skills and strong attention to detail.
- Someone who naturally likes keeping things organized and under control.
- Strong follow-up and task-management skills.
- Comfortable working independently with minimal supervision.
- Good Excel/spreadsheet skills.
- Experience with Asana or similar project management tools is preferred.
- Ability to maintain accurate records and handle operational information without losing attention to detail.
- Strong written English communication skills.
- Ability to identify inefficiencies and suggest better ways of doing things.
- A systems-oriented mindset — you should think about how to create a process rather than repeatedly doing the same task manually.
- Reliable, responsible, and proactive.
Preferred Experience
Candidates with experience in any of the following will be considered a strong fit:
- Virtual Assistant / Executive Assistant
- Operations Assistant
- Billing or Accounts Receivable support
- Administrative Operations
- Project/Task Coordination
- E-commerce or SaaS operations
- Excel/spreadsheet-based operations
- Asana or other project management platforms
Working Arrangement
- Initially part-time and flexible hours
- Candidates working in the IST time zone are welcome
- Remote position
- Potential to grow into a full-time position based on performance and business requirements.
Ideal Candidate
The ideal candidate is someone who can look at a messy set of tasks, billing records, spreadsheets, and pending items and say:
“Let me organize this, build a system around it, and make sure nothing gets missed.”
We are looking for someone who takes ownership, follows through, and continuously looks for ways to make the team's operations more organized and efficient.
Click on Apply to know more.