Virtual Assistant/Appointment Setter/Data Entry/SEO/Medical/

Managed executive calendars and coordinated meetings to support smooth daily operations and maximize productivity. Handled emails and correspondence professionally, ensuring clear, timely communication with internal and external contacts. Estefanie Ochea Virtual Administrative Work Philippines +639106694198 stefanie242016@gmail.com Maintained accurate records and files, supporting data accuracy and day-to-day business requirements. Processed administrative paperwork efficiently, helping to keep office operations organized and streamlined. Provided ongoing administrative support to executives and teams, contributing to effective workflow and performance. Created visual content including images, infographics, short videos, and other media for use across social media platforms. Wrote engaging social media posts, captions, and advertising copy aligned with brand tone and audience needs. Identified and targeted audiences across platforms such as Facebook, Instagram, LinkedIn, and X (Twitter), adapting content for each channel. Coordinated with influencers and collaborators to manage campaigns from content creation through to postpublication engagement.

Researched and compiled targeted lead lists based on industry, location, and company size. Identified key decision-makers and industry contacts, sending personalized connection requests to grow professional networks. Created and delivered tailored LinkedIn outreach messages to potential clients and collaborators. Prepared, edited, and organized company documents, presentations, and reports to ensure easy access and consistency. Entered, updated, and maintained accurate records across databases, CRMs, and spreadsheets. Scheduled meetings, calls, and appointments while managing calendars, reminders, and potential conflicts. Conducted outreach via phone and email to introduce company services and secure appointments for sales teams or management. Maintained CRM systems to track leads, interactions, and follow-ups efficiently

Managed the DocMax document management system, ensuring building records were correctly categorized, consistently titled, and numbered in chronological order. Filed building defect and repair documents under the appropriate engineering and consultant categories, covering both major works and individual unit repairs. Uploaded AGM, EGM, and SCM notices and minutes through online portals, selecting the correct document profiles and meeting strata compliance requirements. Ensured notices and minutes were saved separately and verified that building, lot, and unit details were recorded correctly. Maintained building compliance records, including AFSS, lift safety certificates, window safety lock certificates, WH&S reports, asbestos registers, and pool and lift compliance documents. Updated the Inspection Dashboard for each new compliance report, cross-checking inspection dates against DocMax and monitoring upcoming due dates. Handled insurance administration by updating policy details, insurers, sums insured, due dates, payment status, and certificates of currency. Processed insurance broker invoices and confirmed all related documentation was attached and accurately reflected in the system. Maintained Voluntary Workers insurance records separately from Workplace Health & Safety coverage to ensure correct classification. Managed breach notices by tracking issue dates, photo dates, lot numbers, follow-ups, and updating compliance statuses in the inspection dashboard. Processed renovation applications, confirming approvals were documented and all supporting paperwork was filed under the correct category. Completed strata searches by saving authority letters, reviewing agent requests, and compiling financial records and meeting minutes for the past five years. Maintained financial year-end statements, monitored year changes, and set calendar reminders to ensure timely retrieval and filing. Recorded and updated motions and electronic voting outcomes, including AGM and SCM motions, waiver of interest levies, and strata hub requirements.

I have strong proficiency in Microsoft Excel, ranging from basic data entry to advanced data analysis and modeling. I'm skilled in building and formatting spreadsheets, applying formulas and functions for calculations, and creating charts and graphs to visualize data trends. I'm also experienced in using pivot tables for summarizing data and performing what-if analyses to evaluate different scenarios. This expertise has enhanced my analytical skills and allowed me to work with data effectively to support informed decision-making.

I have been working as a virtual assistant for the past 6 years, gaining extensive experience in remotely managing a wide range of administrative tasks. In my previous roles, I’ve successfully overseen scheduling, managed email communications, coordinated travel, and supported project management for multiple clients. I’m highly proficient in tools such as Slack, Trello, and Google Workspace, which has allowed me to collaborate effectively with teams and executives across various time zones. I’m skilled at prioritizing tasks, meeting deadlines, and handling sensitive information with discretion. My background has strengthened my organizational abilities and adaptability, enabling me to take on new tasks and technologies with ease. These qualities make me a strong fit for the virtual assistant role.

Provided remote administrative assistance to a medical practice, supporting day-to-day operations and clear communication across the team. Managed patient appointment bookings, ensuring accuracy across internal systems and external online booking platforms. Checked Medicare and concession card eligibility and arranged online payment options for patients who were not eligible. Handled MIT files, including processing incoming (C-In) and outgoing (C-Out) medical records and correspondence. Maintained organised digital records by filing medical documents, emails, and invoices accurately for easy access and tracking. Reviewed incoming clinical documents such as referrals, test results, and discharge summaries, and forwarded them promptly to the relevant clinicians. Monitored doctors’ inboxes, processed laboratory results, and directed documents to the appropriate staff using digital systems. Supported the customer service team by responding to patient enquiries in a professional and efficient manner. Demonstrated a high level of discretion and attention to detail when handling confidential patient information in line with privacy requirements.