Operations & Communications Virtual Assistant (SCMS)
Operations & Communications Virtual Assistant (SCMS)
Posted on :
11-06-2025
Employer Active
1 Vacancy
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Monthly Salary
54000 - 54000
Vacancy
1 Vacancy
Posted on :
11-06-2025
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 and social media channels responding to inquiries within 24 hours (within 1 hour during business hours)
- Handle real-time communications with existing clients and team members for any ad-hoc changes or updates
- Qualify leads through Active Campaign and funnel them to the website quoting system
- Create and send quotes via email using current manual process (transitioning to Xero-based quoting system)
- Schedule jobs in advance using Bright HR system considering employee workloads travel times and capacities
- Organize and maintain all compliance documentation including NDIS and registration forms
- Support daily invoicing processes and data entry into Xero accounting system
- Assist with systems integration between ServiceMate Active Campaign and Xero
- Create and maintain process documentation and standard operating procedures
- Manage social media presence and respond to customer inquiries across platforms
- Update and maintain WordPress website content
- Support business owner during transition to new systems including Active Campaign setup and ServiceMate migration
- Contact clients to gather job details and confirm scheduling when needed
- Coordinate with field staff for job scoping and detail collection
Scopes:
- Full ownership of client communication management across all channels (email social phone support)
- Complete responsibility for lead qualification and initial client contact processes
- Primary point of contact for scheduling coordination and job management
- Support role in financial processes including quoting and invoicing workflows
- Active participation in systems integration and digital transformation initiatives
- Documentation creation and maintenance for all business processes
- Social media management and basic website content updates
- Compliance documentation organization and client onboarding support
- Liaison between field staff and office operations for job coordination
- Backup support for operations manager in administrative tasks
Requirements
- Strong written communication skills for professional email and social media interactions
- Experience with CRM systems and lead qualification processes
- Familiarity with accounting software preferably Xero
- Basic understanding of WordPress content management
- Experience with scheduling and workforce management systems
- Knowledge of compliance documentation processes particularly in healthcare or disability services (NDIS experience preferred)
- Ability to learn new software systems quickly during business transitions
- Strong attention to detail for invoicing and data entry accuracy
- Excellent time management skills to handle multiple communication channels
- Problem-solving skills to handle ad-hoc client requests and scheduling conflicts
- Experience with Active Campaign or similar marketing automation platforms preferred
- Understanding of service-based business operations
Independent Contractor Perks
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
ZR24081JOB
Strong written communication skills for professional email and social media interactions Experience with CRM systems and lead qualification processes Familiarity with accounting software, preferably Xero Basic understanding of WordPress content management Experience with scheduling and workforce management systems Knowledge of compliance documentation processes, particularly in healthcare or disability services (NDIS experience preferred) Ability to learn new software systems quickly during business transitions Strong attention to detail for invoicing and data entry accuracy Excellent time management skills to handle multiple communication channels Problem-solving skills to handle ad-hoc client requests and scheduling conflicts Experience with Active Campaign or similar marketing automation platforms preferred Understanding of service-based business operations Independent Contractor Perks HMO Coverage for eligible locations Permanent work from home Immediate hiring ZR_24081_JOB
Employment Type
Full Time
Company Industry
Key Skills
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