We’re looking for a detail-oriented Personal Assistant to submit a high volume of online applications using data provided in a spreadsheet, then track outcomes by updating the same sheet with notes, statuses, and follow-ups.
What You’ll Do
Review each row in our spreadsheet and use the data to complete the corresponding web application form(s).
Double-check entries for accuracy and formatting before submitting.
Record submission details back in the spreadsheet: date/time, confirmation number/URL, status, and any required next steps.
Monitor responses (email portals/auto-replies) and update notes as responses come in (e.g., “Pending verification,” “Request for documents,” “Approved/Rejected,” follow-up dates).
Flag issues or missing data and request clarification via our chosen channel (e.g., Slack/Email).
Maintain naming conventions and keep data organized and consistent.
Success Looks Like (KPIs)
Accuracy: 99%+ field accuracy across submissions.
Turnaround: New rows actioned within 24 hours (business days).
Throughput: Typical pace of 20–40 applications/day (depends on form length).
Tracking: 100% of submissions have a status, note, and confirmation reference logged.
Must-Have Qualifications
Proven experience with data entry, form filling, or admin/VA roles.
Excellent written English and strong attention to detail.
Comfortable working in Google Sheets/Excel and following SOPs.
Reliable internet and ability to keep accurate records.
Discretion with sensitive information (you’ll sign an NDA).
Nice to Have
Familiarity with inbox management and basic filters/labels.
Experience with simple automation (e.g., Chrome profiles, auto-fill tools) while still validating accuracy.
Prior work in compliance/registrations/grants/applications.
Tools You’ll Use
Google Sheets, Chrome, Gmail (or shared inbox), and our comms tool (Slack/Email). We’ll provide SOPs and access.
Deliverables
You’ll keep these columns updated for every application (we’ll provide the template):
Application URL
Row/Record ID
Submitted (Date/Time)
Status (Not Started / In Progress / Submitted / Waiting / Approved / Rejected)
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