Operations & Communications Virtual Assistant (SMSP)
Operations & Communications Virtual Assistant (SMSP)
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54000 - 54000
1 Vacancy
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
- 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
- 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
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
Employment Type
Full Time
