Virtual Assistant - Operations & Finance Support (EAES)

Responsibilities:

• Match all supplier invoices to specific jobs and maintain accurate job profitability tracking
  
• Process and issue invoices within 24 hours of job completion to ensure optimal cash flow
  
• Manage accounts payable processes and chase up outstanding invoices as needed
  
• Handle inbox management and email communications filtering and responding to 12-20 hours worth of weekly correspondence
  
• Schedule jobs in advance considering workloads travel times and resource allocation across field teams
  
• Organize and maintain all job documentation compliance records and project files in centralized locations
  
• Conduct regular job audits for timesheets variations and cost allocations with 95% accuracy requirements
  
• Prepare compliance documentation for each project stage and ensure regulatory requirements are met
  
• Optimize and maintain ServiceM8 job management system to maximize its functionality and efficiency
  
• Create and update standard operating procedures (SOPs) for all finance and operational tasks
  
• Develop job requirement checklists and quality control processes to eliminate confusion and missed steps
  
• Coordinate material procurement to prevent delays and ensure job sites are properly supplied
  
• Facilitate communication between field teams clients and management to prevent gaps and delays
  
• Document and systematize daily weekly and monthly recurring tasks across the business
  

Scopes:

• Full ownership of financial processes including invoicing job costing and accounts management with 24-hour turnaround requirements
  
• Complete inbox management and email communication handling reducing owner involvement from 12-20 hours to minimal oversight
  
• Comprehensive job scheduling and resource allocation across multiple field teams and project types
  
• End-to-end documentation management for all projects including compliance variations and audit trails
  
• ServiceM8 system optimization and ongoing maintenance to maximize platform utilization
  
• Creation and implementation of systematic processes for all recurring business operations
  
• Quality control oversight with responsibility for maintaining 95% accuracy on random job audits
  
• Administrative burden reduction of 15-20 hours per week from business owner s workload
  
• Development of scalable systems and processes that can grow with the business
  
• Integration and coordination between field operations client communications and back-office functions
  

• Proven experience with job management systems preferably ServiceM8 or similar platforms (Buildertrend CoConstruct Buildxact)
  
• Strong background in financial administration including invoicing job costing and accounts management
  
• Excellent organizational skills with ability to manage multiple projects and deadlines simultaneously
  
• Experience in creating and maintaining standard operating procedures and process documentation
  
• Proficiency with digital tools including video recording software (Loom/Komodo) project management platforms (Trello) and cloud-based systems
  
• Strong communication skills for managing client and internal team correspondence
  
• Understanding of compliance requirements and documentation processes for trade businesses
  
• Ability to work independently and take ownership of critical business processes
  
• Experience with Australian business practices and GST requirements preferred
  
• Demonstrated ability to optimize existing systems and implement process improvements