Virtual Administrative Assistant (JE)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Join a growing electrical services business as their key administrative support partner! This role offers the opportunity to make a real impact by managing critical business operations for a diverse electrical services provider handling residential, commercial, and industrial projects. You’ll be the backbone of the business, ensuring smooth communication flow, maintaining financial accuracy, and supporting business growth. This is an excellent opportunity for a detail-oriented professional who enjoys creating and maintaining systems while providing exceptional service to both internal and external stakeholders.

Responsibilities:

• Manage all client communications and maintain proactive updates on job status
  
• Process invoices within 24 hours of job completion, ensuring accuracy in labor and materials pricing
  
• Track job profitability including labor hours, material costs, and margins
  
• Maintain organized documentation of all jobs including photos, labor records, and material usage
  
• Handle quality control documentation for contractor work
  
• Support scheduling and coordination of both regular and after-hours work
  
• Manage email communications and maintain inbox organization
  
• Create and maintain systematic processes for job documentation and financial tracking
  
• Assist in developing and maintaining pricing structures for services and materials
  
• Monitor payment collection and follow up on overdue accounts
  

Requirements

• Strong attention to detail and excellent organizational skills
  
• Proficiency with Xero accounting software
  
• Experience with ServiceM8 or similar job management systems preferred
  
• Excellent written and verbal communication skills
  
• Ability to maintain high accuracy in financial calculations and data entry
  
• Experience in creating and maintaining systematic processes
  
• Strong time management and ability to meet tight deadlines
  
• Comfortable working with technical terminology
  
• Ability to maintain confidentiality and handle sensitive information