Virtual Assistant

Role Overview

• Accurately enter and maintain customer information across multiple systems.
• Process and manage documentation required for government rebate applications and compliance programs.
• Ensure all records are complete, accurate, and submitted within required deadlines.
• Maintain organised digital files and documentation.
• Handle inbound and outbound customer enquiries via phone, email, WhatsApp, and other communication channels.
• Contact customers and suppliers using an Australian VOIP phone system.
• Provide professional and timely customer support throughout the project lifecycle.
• Follow up outstanding information, approvals, and documentation requirements.
• Manage the business owner's calendar and appointments.
• Coordinate meetings, consultations, installations, and project schedules.
• Assist with prioritisation and time management across daily activities.
• Monitor and manage shared inboxes.
• Organise correspondence and prioritise urgent matters.
• Draft and respond to routine enquiries on behalf of the business.
• Assist with pre-approval documentation and application processing.
• Prepare and manage post-installation paperwork.
• Track project progress and ensure all required documentation is completed and filed correctly.
• Liaise with customers, suppliers, and contractors to gather outstanding information.
• Perform light bookkeeping tasks using Xero.
• Enter supplier invoices and maintain accurate financial records.
• Support basic finance administration tasks as required.
• Assist with basic content creation and social media administration.
• Help schedule posts and support simple marketing initiatives when required.
• You will regularly work with:
• Xero
• Pylon
• Bridgeslect
• Dataforce / Runabout
• Google Workspace
• Microsoft Office Suite

Requirements

• Has previous experience as a Virtual Assistant, Administrative Assistant, Customer Service Representative, or Operations Support professional.
• Demonstrates exceptional attention to detail and accuracy.
• Is highly organised and capable of managing multiple priorities.
• Is comfortable handling repetitive administrative tasks while maintaining high standards.
• Has strong written and verbal English communication skills.
• Is confident speaking with customers and suppliers over the phone.
• Can work independently and follow established processes.
• Is proactive, reliable, and accountable.

Technical & Operational Requirements

Applicants must have:

• A reliable computer suitable for full-time remote work.
• Quality headset and microphone for customer calls.
• Working camera for meetings.
• Stable high-speed internet connection.
• A quiet and professional work environment.

Important Expectations

• This is a dedicated role requiring full commitment during billed working hours.
• The successful candidate must work exclusively for the business during paid hours and may not perform work for other clients simultaneously.
• Strict confidentiality and data security standards must be followed at all times.
• Client information, documents, customer data, and business materials must not be uploaded, entered, or shared with AI tools unless expressly authorised by management.

Tech Stack

• VoIP