The Role
Coordinate end-to-end onboarding and scheduling for matched Virtual Assistants, working cross-functionally with Sales, CSM, TA, Training, and Operations. Maintain onboarding trackers, drive handoffs, communicate status and risks, and recommend process improvements to ensure VAs are ready and operations are briefed by Day 1.
Summary Generated by Built In
The Role
The Workforce Analyst owns the end-to-end coordination of scheduling and handoffs once a Virtual Assistant (VA) is successfully hired and matched with a client. This role works cross-functionally with Sales, CSM, Talent Acquisition (TA), Training, and Operations to ensure the VA’s onboarding is smooth, timely, and fully informed.
The Workforce Scheduler’s role: by the time the VA starts, the Operations team already understands the client, their business, and the VA’s expected scope, so execution begins on Day 1 with minimal friction.
Key Responsibilities
Scheduling & Coordination
● Coordinate the onboarding timeline for matched VAs from “match confirmed” through “ready for Day 1.”
● Participate in the internal and external meetings (e.g., client discovery/intro, internal kickoff, training handoff, ops alignment) to extract all critical information required
● Act as the central point of contact to ensure schedule alignment across Sales, CSM, TA, Training, and Ops.
Cross-Functional Handoffs
● Partner with Sales + CSM to capture and schedule client context transfer (business overview, goals, scope, tools, working hours, success metrics).
● Coordinate with TA to confirm VA readiness status, documentation completion, start date, and work hours alignment.
● Coordinate with Training to ensure VA completes any required training and that outputs (Scorecards, Attendance, Nesting Results) are shared with Operations.
● Coordinate with Operations to ensure the team receives client background and onboarding details before the VA starts.
Documentation & Readiness Tracking
● Maintain an onboarding tracker with clear milestones, owners, dates, and status updates.
● Ensure key onboarding inputs are complete (client profile, scope notes, tool access requirements, schedules, SOP links, escalation contacts).
● Identify gaps, follow up with owners, and drive tasks to closure.
Stakeholder Communication
● Send clear calendar invites, reminders, and agendas; confirm attendance and readiness ahead of meetings.
● Provide daily/weekly status updates to the Workforce Manager and relevant stakeholders.
● Flag risks early (missing client info, schedule conflicts, start date risk, incomplete training, ops not briefed).
Process Improvement
● Recommend improvements to onboarding workflow, templates, checklists, and scheduling cadence.
● Track bottlenecks (e.g., delayed handoffs) and propose solutions.
Success Metrics (KPIs)
● % of matched VAs onboarded on-time (by start date) - 95%
● % of onboardings with complete client context delivered to Ops before Day 1 - 100%
● Time-to-onboard from match confirmation to VA start - 100%
● Reduction in Day 1 issues (missing access, unclear scope, incomplete brief) - 95%
● Stakeholder satisfaction (Ops/CSM/Training feedback) - 95%
Required Qualifications
● 1–2 years of experience in scheduling, operations coordination, workforce coordination, onboarding coordination, or similar roles.
● Strong cross-functional coordination experience with multiple stakeholders and deadlines.
● Excellent written and verbal communication skills.
● High attention to detail and strong follow-through.
● Comfortable working in fast-paced environments with shifting priorities.
● Agile and able to work both onsite and remotely (Office located at Makati City, Philippines)
Preferred Qualifications
● Experience supporting BPO/outsourcing, staffing, or VA/client matching operations.
● Familiarity with tools like Google Workspace, mySQL programming, Discord / Slack, CRMs, and ClickUp
● Prior experience with IEX or Genesys, or other WFM tools
● Experience creating or improving SOPs and checklists.
● Workforce Staff Planning is a plus
Skills & Competencies
● Calendar management and scheduling mastery
● Stakeholder management and proactive follow-ups
● Process-driven, organized, and reliable
● Problem-solving mindset; anticipates risks before they become blockers
● Comfortable working with structured trackers and templates
Benefits:
● Salary- PhP 30,000 (Subject to possible Merit Increased based on annual performance appraisals)
● With HMO, employee is the Principal, additional dependents can be added but will be deducted from the contractor’s salary
● PTO/SL Credits (Accrued 1.25 per full calendar month of service)
Skills Required
- 1-2 years of experience in scheduling, operations coordination, workforce coordination, onboarding coordination, or similar roles
- Strong cross-functional coordination experience with multiple stakeholders and deadlines
- Excellent written and verbal communication skills
- High attention to detail and strong follow-through
- Comfortable working in fast-paced environments with shifting priorities
- Able to work both onsite and remotely (Office located at Makati City, Philippines)
- Experience supporting BPO/outsourcing, staffing, or VA/client matching operations
- Familiarity with Google Workspace, MySQL programming, Discord/Slack, CRMs, and ClickUp
- Prior experience with IEX, Genesys, or other WFM tools
- Experience creating or improving SOPs and checklists
- Workforce Staff Planning experience
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The Company
What We Do
Wing provides SMBs, startups, and executives with top-tier remote talent to take over recurring work such as Social Media Management, Executive Assistance, Data Entry, Sales Calling, etc. Wing is your super affordable team member to whom you can delegate excess work while you do the important things to grow your business.
