Offer summary

Qualifications:

Advanced proficiency in SimPro job management software or ability to learn quickly., Strong attention to detail and data entry skills., Excellent written and verbal communication skills., Experience with financial processes, including invoicing and job costing..

Key responsabilities:

Manage purchase order processing and data entry into SimPro.

Handle customer inquiries through email and phone.

Schedule and coordinate jobs for high-volume builder clients.

Process and generate progress invoices, ensuring accurate job costing.

Job description

This is a remote position.

Job Title: Virtual Administrative Assistant for Electrical Contracting Business

Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Candidate-facing description: Join a growing electrical contracting company as their Virtual Administrative Assistant, playing a crucial role in streamlining operations and supporting business growth. You’ll be at the heart of day-to-day operations, managing everything from customer communications to financial processes and compliance documentation. This role offers the exciting opportunity to implement and optimize systems, particularly in SimPro, while supporting both construction and service-based projects. If you’re detail-oriented, tech-savvy, and eager to make a significant impact, this position will challenge and reward you.

Responsibilities:

Manage purchase order processing and data entry into SimPro job management software
Handle customer inquiries through email and phone, maintaining professional communication
Schedule and coordinate jobs, particularly for high-volume builder clients
Process and generate progress invoices, ensuring accurate job costing and profitability tracking
Manage compliance documentation, including ESV certificates and power connection applications
Create and update Standard Operating Procedures (SOPs) for all administrative tasks
Assist in optimizing SimPro usage and implementing automation processes
Support the estimating and quoting process by preparing preliminary data
Coordinate with suppliers for material orders and inventory management
Conduct daily job audits to ensure all required information is properly documented

Requirements

Advanced proficiency in SimPro job management software or demonstrated ability to quickly learn new systems
Strong attention to detail and data entry skills
Experience with financial processes, including invoicing and job costing
Excellent written and verbal communication skills
Familiarity with compliance documentation in the electrical or construction industry
Proficiency in Microsoft Office suite, particularly Excel for data analysis
Ability to work independently and take initiative in identifying and solving problems
Adaptability to learn new technologies and processes quickly
Strong organizational skills and ability to manage multiple priorities

Scopes:

Full management of administrative processes, from purchase order entry to invoice generation
Oversight of compliance documentation and certification processes
Authority to implement and improve operational workflows
Collaboration with team members to optimize job scheduling and resource allocation
Support for both construction projects and service/maintenance work
Contribution to process improvement initiatives and SOP creation
Assistance in financial reporting and profitability analysis