Offer summary

Qualifications:

Proven experience in virtual assistance or administrative support roles., Exceptional organizational skills with a keen eye for detail., Proficiency in Microsoft Office suite, particularly Excel for data management., Strong written and verbal communication skills in English..

Key responsibilities:

Develop and maintain a scheduling system for recurring services.

Create and manage a comprehensive client database, ensuring accuracy.

Handle invoicing for various service frequencies and maintain financial accuracy.

Generate and distribute professional service reports and organize digital documentation.

Job description

This is a remote position.

Job Highlights:

Contract: Independent Contractor
Schedule:

Flexible (minimum 20 hours/week) preferably 11 AM to 3 PM

Client Timezone: Australia/Sydney

Client Overview

Join a thriving filtration business that’s revolutionizing restaurant maintenance across Sydney! This dynamic company services 150+ restaurants, ensuring clean and efficient operations through expert filter replacement and cleaning. With a commitment to growth and streamlined processes, they’re seeking a detail-oriented virtual assistant to help take their business to the next level.

Job Description

Embark on an exciting journey as a Virtual Assistant for a rapidly expanding filtration business in Sydney. You’ll be the linchpin of our administrative operations, managing everything from client data to service scheduling for our 150+ restaurant clients. This role offers a unique opportunity to showcase your organizational prowess, attention to detail, and multitasking abilities in a fast-paced environment. Your contributions will directly impact the company’s efficiency, customer satisfaction, and overall growth. If you’re ready to dive into a role where your skills can make a tangible difference, this is your chance to shine!

Responsibilities

Develop and maintain a cutting-edge scheduling system for recurring services, ensuring no client is ever missed
Create and manage a comprehensive client database, keeping all information accurate and up-to-date
Handle invoicing for various service frequencies, from weekly to six-monthly, maintaining financial accuracy
Generate and distribute professional service reports using Jotform and PDF conversion tools
Organize and maintain digital photo albums for each client’s filtration system, creating a visual history of services
Catalog and manage video documentation of shop locations and filter access points for easy team reference
Assist in developing standardized procedures and training materials to onboard new staff efficiently
Perform meticulous data entry and maintain detailed spreadsheets for service history and client information
Coordinate seamlessly with the on-site team to ensure timely and accurate service delivery
Occasionally assist in preparing quotes for larger, multi-service filtration jobs

Requirements

Proven experience in virtual assistance or administrative support roles
Exceptional organizational skills with a keen eye for detail
Proficiency in Microsoft Office suite, particularly Excel for data management
Strong written and verbal communication skills in English
Ability to work independently and manage time effectively in a remote setting
Experience with digital file organization and basic photo/video editing
Familiarity with invoicing and basic financial record-keeping
Adaptability to learn new software and systems quickly
Comfortable with flexible working hours, potentially including early morning shifts to align with Sydney time zone
Self-motivated with a proactive approach to problem-solving and process improvement

Benefits

Independent Contractor Perks:

Permanent work from home
Immediate hiring
Steady freelance job

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Required profile