Virtual Assistant - Electrical Trade Operations (PEP)
Virtual Assistant - Electrical Trade Operations (PEP)
Posted on :
04-07-2025
Employer Active
1 Vacancy
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Monthly Salary
54000 - 54000
Vacancy
1 Vacancy
Posted on :
04-07-2025
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
- Respond to all client inquiries within 24 hours and deliver quotes within 48 hours of site visits or initial requests
- Maintain proactive communication throughout the entire client cycle from initial contact to follow-up
- Manage email inbox to maintain under 5 unread emails requiring action
- Send invoices within 48 hours of job completion and match supplier invoices to job codes in Fergus within 24 hours of receipt
- Maintain accurate job costing and ensure timely payment processing
- Reconcile accounts receivable and payables in Xero
- Coordinate with suppliers and maintain complete organized job documentation in Fergus
- Schedule jobs efficiently to maximize team utilization and minimize downtime for Anthony and Tavita
- Ensure all compliance records job notes and task completions are properly documented
- Conduct back costing analysis on completed projects to identify profitability and areas for improvement
- Maintain and optimize price books in Fergus to ensure accurate and up-to-date pricing
- Create and implement SOPs and guides for all business processes
- Transfer and synchronize data between Xero and Fergus systems
- Process information from field workers via WhatsApp including photos material lists and job descriptions
Scopes:
- Full ownership of client communication and quote management processes
- Complete financial operations including invoicing reconciliation and job costing
- Comprehensive job scheduling and documentation management for field team
- Systems optimization and process creation across all business functions
- Integration and data management between Fergus and Xero platforms
- Price book maintenance and optimization to streamline quoting processes
- Back costing analysis to improve project profitability and business insights
- Administrative support to reclaim 15-20 hours weekly for the business owner
Requirements
- Strong experience with job management software preferably Fergus or similar construction/trade platforms
- Proficiency in Xero accounting software and financial reconciliation
- Experience with back costing analysis and project profitability assessment
- Excellent written communication skills for client correspondence
- Strong organizational skills and attention to detail for documentation management
- Ability to work independently and manage multiple priorities simultaneously
- Understanding of electrical trade terminology and processes preferred
- Experience creating standard operating procedures and process documentation
- Familiarity with supplier management and procurement processes
- Ability to work during New Zealand business hours or with overlap for real-time communication
Independent Contractor Perks
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
ZR24575JOB
Strong experience with job management software, preferably Fergus or similar construction/trade platforms Proficiency in Xero accounting software and financial reconciliation Experience with back costing analysis and project profitability assessment Excellent written communication skills for client correspondence Strong organizational skills and attention to detail for documentation management Ability to work independently and manage multiple priorities simultaneously Understanding of electrical trade terminology and processes preferred Experience creating standard operating procedures and process documentation Familiarity with supplier management and procurement processes Ability to work during New Zealand business hours or with overlap for real-time communication Independent Contractor Perks HMO Coverage for eligible locations Permanent work from home Immediate hiring ZR_24575_JOB
Employment Type
Full Time
Company Industry
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