Administrative Operations Virtual Assistant (SEVC)
Administrative Operations Virtual Assistant (SEVC)
Posted on :
09-06-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
09-06-2025
Job Description
This is a remote position.
Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
Responsibilities:
- Manage all client communications across email Podium (SMS platform) and phone to ensure no inquiries fall through cracks
- Create and send quotes promptly using ServiceMate ensuring fast turnaround times to maximize conversion rates
- Process invoices and coordinate payment collection through integrated systems
- Maintain comprehensive job documentation including hours materials compliance documents and project status updates
- Coordinate scheduling and project management across multiple platforms working toward consolidation into ServiceMate
- Follow up on quotes and maintain client relationships throughout extended project timelines (some spanning 5-10 years for staged implementations)
- Manage lead flow from Podium and ensure proper client onboarding and status tracking
- Support business owner in transitioning all systems from Tradeify to ServiceMate for unified operations
- Create and maintain standard operating procedures using screen recording tools and documentation systems
- Handle administrative tasks related to apartment building EV infrastructure projects load management systems and billing coordination
Scopes:
- Full ownership of client communication management across all channels (email Podium SMS phone inquiries)
- Complete quote creation and follow-up process management using ServiceMate platform
- End-to-end invoice processing and payment collection coordination
- Comprehensive job documentation and compliance tracking for all active projects
- Lead management and client onboarding from initial inquiry through project completion
- System consolidation project support migrating templates and processes from Tradeify to ServiceMate
- Administrative support for complex EV charging projects including apartment building staged implementations
- SOP creation and documentation for all business processes to support future team scaling
- Project status tracking and client updates for jobs spanning multiple months or years
- Integration management between ServiceMate Podium and other business tools to eliminate manual data transfer
Requirements
- Proven experience with CRM/job management software preferably ServiceMate Tradeify or similar construction/trades platforms
- Strong communication skills for managing client relationships via email SMS and phone
- Experience with quote preparation and invoice processing in service-based businesses
- Familiarity with project coordination and multi-stage job management
- Ability to work with multiple software platforms and help consolidate systems
- Understanding of compliance documentation and record-keeping requirements
- Experience with lead management and sales follow-up processes
- Proficiency with screen recording tools and SOP creation
- Strong organizational skills for managing complex long-term projects
- Knowledge of Australian business practices and GST requirements preferred
Independent Contractor Perks
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
- Steady freelance job
ZR24036JOB
Proven experience with CRM/job management software, preferably ServiceMate, Tradeify, or similar construction/trades platforms Strong communication skills for managing client relationships via email, SMS, and phone Experience with quote preparation and invoice processing in service-based businesses Familiarity with project coordination and multi-stage job management Ability to work with multiple software platforms and help consolidate systems Understanding of compliance documentation and record-keeping requirements Experience with lead management and sales follow-up processes Proficiency with screen recording tools and SOP creation Strong organizational skills for managing complex, long-term projects Knowledge of Australian business practices and GST requirements preferred Independent Contractor Perks HMO Coverage for eligible locations Permanent work from home Immediate hiring Steady freelance job ZR_24036_JOB
Employment Type
Full Time
Company Industry
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