Virtual Assistant | Administrative Support | Data Entry, Inventory & Record Mana

Coordinated with international suppliers for proforma invoices, local clients for proof of payments and payables, and regulatory authorities for FDA-related compliance requirements. Ensured smooth communication among all parties to address discrepancies, follow up on pending transactions, and maintain accurate documentation for business and regulatory purposes.

Proficient in QuickBooks for billing, payables monitoring, and inventory management. Skilled in MS Office applications — Word for documentation, Excel for data analysis and reporting, and PowerPoint for presentations. Experienced in Google Workspace (Sheets, Drive, Docs) for collaboration and data management. Knowledgeable in online sourcing platforms such as Alibaba for supplier research and procurement.

Monitored overall team workflow to ensure tasks were completed efficiently and on time. Provided guidance, coaching, and support to staff to maintain productivity and accuracy. Prepared regular updates and performance reports, directly coordinating with the Chief Marketing Officer (CMO) on team operations, client concerns, and process improvements.

Created purchase orders, monitored stock levels, and reconciled orders using QuickBooks. Sourced suppliers, reviewed billing statements and invoices for accuracy, and coordinated with suppliers to ensure complete and timely deliveries.

Maintained accurate and up-to-date records across inventory, logistics, and financial transactions. Reconciled reports to identify discrepancies and ensure data integrity. Prepared, updated, and encoded information in company systems and databases (QuickBooks, Google Sheets, loose-leaf), supporting decision-making, audits, and regulatory compliance.

Assisted in FDA CPR applications, renewals, and product label compliance.

Supervised international shipments, validated billing statements, and coordinated with third-party logistics.

Delivery receipts, billing statements, payment monitoring, and reconciliation. Assisted in preparing documents for submission during BIR Letter of Audit (LOA). Recorded transactions in accounting books (purchases, sales, cash disbursement, general journal, and general ledger). Updated and encoded data in the loose-leaf system and supported documentation requirements.

Identifying discrepancies, resolving issues, and supporting process improvements.

Ensuring timely payments, CPR renewals, and shipment monitoring.

Effective handling of cross-functional roles in logistics, accounting, and regulatory compliance.