Virtual Assistant

Role Overview

• Contract Administration: Manage and maintain service and maintenance contract records.
• Ensure contract requirements, schedules, and deliveries are tracked and completed.
• Monitor and update client portals.
• Assist with contract renewals and variations.
• Scheduling & Coordination: Schedule technicians and subcontractors for contract work.
• Coordinate preventative maintenance visits and service jobs.
• Ensure technicians have required documentation, parts, and information before attending site.
• Adjust schedules to accommodate urgent work or breakdowns.
• Client Communication: Act as the primary contact for contract clients regarding service scheduling and updates.
• Respond to client enquiries and service requests.
• Provide progress updates and job completion confirmations.
• Maintain professional client relationships.
• Work Order Management: Create and manage work orders in the CRM system (e.g., Simpro or similar).
• Ensure accurate job descriptions, asset details, and site requirements are recorded.
• Track job progress and close completed work orders.
• Reporting & Documentation: Prepare service reports, maintenance records, and client documentation.
• Maintain accurate contract files and job history.
• Assist with monthly service reports and performance summaries.
• Billing & Cost Tracking: Assist with preparing invoices for completed contract work.
• Ensure technician time and materials are correctly recorded.
• Monitor job costs against contract budgets where required.
• Compliance & Safety: Ensure technicians have required permits, safety documentation, and site inductions.
• Maintain records of compliance documentation where applicable.

Requirements

• Experience in contract administration, service coordination, or project coordination.
• Excellent communication and customer service skills.
• Ability to manage multiple jobs and priorities simultaneously.
• Proficiency with CRM or job management systems.
• Experience using Simpro or similar service management systems is preferred.
• Experience in electrical, mechanical, facilities maintenance, or construction industries is preferred.

Benefits

• Highly competitive salary – paid weekly!
• HMO enrollment on commencement
• Additional HMO dependents added each year of service
• 20 vacation days per year; 7 sick days
• Annual performance bonuses and incentives
• Annual salary reviews and increases
• Free cooked rice, snacks and hot drinks
• Company polo shirts provided
• Fantastic, bright and cheerful open-plan work environment
• Prestigious clients and highly professional and friendly co-workers