Technical Virtual Assistant (CRM & Service Systems)

We at Acxelsus are on a mission to showcase exceptional Filipino talent globally. Beyond educational credentials and professional experience, we highly prioritize passion, dedication, loyalty, and a proactive attitude towards personal growth.

Our foundation is built upon a set of core values - R.I.G.H.T. - representing Reliability, Integrity, Goal-Oriented mindset, Happiness, and Teamwork. These values define our identity and guide our approach to achieving success.

Job Overview

The Technical Virtual Assistant (CRM & Service Systems) will manage the setup and day-to-day administration of the client’s service management platform. The role involves configuring the system based on the business’s existing processes, testing workflows, training the team, and making sure the platform continues to work smoothly after implementation. The ideal candidate is someone who understands service-based operations and can set up and maintain a system that is practical, straightforward, and easy for the team to use. Provide additional marketing support as needed.

Key Responsibilities

Platform Setup & Implementation

• Platform Configuration: Configure the client’s service management platform (CRM, field service, or similar) to match their real workflow — job intake, scheduling, service records, quoting, and invoicing.
• Data & Catalog Setup: Load only the products, parts, and data the client actually uses, keeping lists, dropdowns, and fields short and relevant.
• Process Mapping: Translate the service team’s real-world processes into system configuration, working from process maps and input provided by the team.
• Testing & Quality Assurance: Test every workflow end-to-end and resolve issues before the service team begins user acceptance testing.
• Vendor Coordination: Liaise with the platform vendor’s support team on setup questions, issues, and updates.
• Integrations: Set up and maintain system integrations, starting with Xero for invoicing.

Ongoing Platform Support & Admin

• Platform Ownership: Act as the platform’s owner and go-to expert following rollout.
• AI & Workflow Automation: Help identify and implement AI agents and automation tools to reduce manual workload across the team.
• Reporting: Generate service reports and dashboards for management.
• Invoicing: Create invoices within the platform so they flow to Xero for approval and sending.
• Data Maintenance: Keep platform data clean — removing discontinued products, resolving duplicate records, and updating pricing.
• Continuous Improvement: Roll out new features, upgrades, and integrations as the business’s needs evolve.
• Customer Support Coverage: Handle basic inbound customer calls and emails when the service team needs backup.

Training & Marketing Support

• Training Delivery: Run training sessions for the service team during the initial rollout (weekly at first) and onboard new staff onto the platform.
• Training Materials: Create training materials — short walkthrough videos, slide decks, and quick-reference guides — alongside written how-to guides and process notes.
• Additional Marketing Support: Assist with LinkedIn content creation, basic graphics and short videos, sales presentations, website updates, and email campaigns as needed, alongside the primary platform implementation and support responsibilities.

Qualifications

• Education: A degree or background in Engineering is preferred, particularly in mechanical, HVAC, industrial, or related technical fields. The client is willing to train the right candidate in their business and service processes.
• Experience: At least 3 years of hands-on experience configuring or administering CRM, field service, ERP/inventory, or business management platforms such as ServiceM8, Jobber, Zoho, HubSpot, GoHighLevel, Odoo, Ascora, Fergus, WorkGuru, Tradify, or similar, including training users on new software. Xero or other accounting system integration experience is a strong plus.
• Functional Skills: Strong understanding of service business workflows, with the ability to translate business processes into practical system configurations and solve workflow issues. Hands-on and self-directed — comfortable picking up new tools independently and taking on tasks outside a narrow job description as the role evolves.
• Technical Skills: Experience with system integrations, data management, reporting, testing, and user training, plus hands-on exposure to AI tools and workflow automation (e.g., Chat…