Overview:As the Operations and VA Management Specialist at Magahire, you manage all backend processes related to virtual assistants (VAs), ensuring smooth operations from monitoring and payroll to invoicing and system management. While the owner handles client communication, you oversee everything else needed to support the VAs and the business effectively. Your meticulous approach ensures the timely and accurate flow of operations that keeps the company running seamlessly.Key Responsibilities:VA Monitoring and Performance Management:Oversee and track the productivity of VAs using Hubstaff, ensuring adherence to schedules and assigned tasks.Identify and address performance issues or discrepancies as needed.Payroll Management:Manage payroll processes through Hubstaff, ensuring VAs are paid accurately and on time.Maintain organized payroll records and promptly address any payroll concerns.Client Invoicing:Generate and send invoices to clients on a weekly basis, ensuring accuracy in billing for services rendered.Coordinate the invoicing process to ensure payments are received promptly, allowing for timely payroll disbursement to VAs.Recruitment and Onboarding Support:Assist with recruitment efforts and onboarding processes for new VAs.Maintain and update records of candidates, onboarding progress, and assignments.CRM and Operations Management:Set up, maintain, and optimize the HoneyBook CRM to streamline operational workflows.Ensure accurate documentation and management of VA records and client assignments.Process Improvement:Identify and implement opportunities to improve efficiency in backend operations.Develop and maintain standard operating procedures (SOPs) for operational tasks.General Administrative Support:Handle administrative tasks, including record-keeping, scheduling, and ensuring overall operational efficiency.Provide backend support to the owner to facilitate seamless communication between VAs and the company.

Social Media Management: Develop and implement effective content strategies across major platforms including Facebook, Instagram, YouTube, and LinkedIn to enhance brand presence and engagement, and attract leads.Invoice Creation: Generate and manage invoices through Markate, handle discussions regarding invoices and ensure timely and accurate billing.Customer Service: Efficiently handle incoming calls for booking schedules, manage customer profiles and work orders on Markate, and ensure timely payment collection while fostering positive customer relationships.Data and Leads Management: Maintain and update Google Spreadsheets and MailChimp contacts for Kol Mevaser program subscribers.Email & SMS Campaigns: Design and execute targeted email and SMS campaigns using MailChimp to drive program engagement and growth.Lead Engagement: Monitor and respond to inquiries and potential leads across various channels including WhatsApp Business, Wix Chats, Yelp, Google My Business, social media platforms, business email and SMS.Collaborative Teamwork: Collaborate with the CEO and cross-functional team members to align strategies and achieve organizational objectives.

Data mining/Building database for cold emailing/marketing/lead generation.Managing emails/email support from cold emailing/lead generation.Setting up new accounts for new clients in GoHighlevel CRM.Recreating downloadable value offer documents for newly onboarded clients through Canva.Creating landing pages according to the client’s branding including but not limited to; Case Studies and Sales Pages.Help manage clients’ social media platforms through Later.Adding video subtitles through Descript, Adobe PremierePro, etc.Creating video reels/short videos from hero videos.

Task scheduling and management with ClickUp and Trello.Basic Webpage editing using WordPress with Elementor including but not limited to; product listing and add-ons.Creating visual posts with Canva and social media management through Loomly.Preparing client documents using Word, including but not limited to; Website Owner’s Manual and User Guide.Monitoring clients’ google drive folders for new documents, spreadsheets, and images.Optimizing images for website use.Keyword research for blog posts.

I started selling second-hand garments through Facebook and added different products here and there. I also opened a Shopify store in 2020.