Virtual Administrative Assistant (JE)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Responsibilities:

• Manage all client communications and maintain proactive updates on job status
  
• Process invoices within 24 hours of job completion, ensuring accuracy in labor and materials pricing
  
• Track job profitability including labor hours, material costs, and margins
  
• Maintain organized documentation of all jobs including photos, labor records, and material usage
  
• Handle quality control documentation for contractor work
  
• Support scheduling and coordination of both regular and after-hours work
  
• Manage email communications and maintain inbox organization
  
• Create and maintain systematic processes for job documentation and financial tracking
  
• Assist in developing and maintaining pricing structures for services and materials
  
• Monitor payment collection and follow up on overdue accounts
  

Scopes:

• Process management for jobs valued from $100 to $10,000+
  
• Handle communication with residential, commercial, and industrial clients
  
• Manage documentation and tracking for 130/hour labor rate plus materials
  
• Maintain records for multiple contractor relationships
  
• Track and document both regular business hours and after-hours work
  
• Monitor and maintain minimum 50% margins on materials
  
• Support business growth initiatives while maintaining existing operations
  

Requirements

Requirements:

• Strong attention to detail and excellent organizational skills
  
• Proficiency with Xero accounting software
  
• Experience with ServiceM8 or similar job management systems preferred
  
• Excellent written and verbal communication skills
  
• Ability to maintain high accuracy in financial calculations and data entry
  
• Experience in creating and maintaining systematic processes
  
• Strong time management and ability to meet tight deadlines
  
• Comfortable working with technical terminology
  
• Ability to maintain confidentiality and handle sensitive information
  

Benefits

Independent Contractor Perks

• Permanent work from home
  

• Immediate hiring
  

• Steady freelance job